Privacy Policy - Man With Van Lee

This Privacy Policy explains how Man With Van Lee collects, uses, stores, shares, and protects personal data in connection with its moving and transport services. It applies to all Man With Van Lee customers in the area, including individuals, households, and business clients who use our services locally. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Lee provides removal and transport services, including home moves, item delivery, furniture transport, and related support services. In delivering these services, we act as a data controller for the personal data we determine the purposes and means of processing. This means we decide why and how your personal data is used in order to carry out our services, manage bookings, and comply with legal obligations.

2. Personal Data We Collect

We only collect personal data that is necessary for running our business and providing our services effectively. The information we may collect includes:

Identity information such as your name or the name of your organisation.
Contact information such as address details, telephone number, and email address.
Service details including collection and delivery addresses, inventory details, access notes, and preferred service times.
Payment and billing information where needed to process invoices, payments, or refunds.
Communication records such as emails, messages, booking enquiries, and service updates.
Technical data such as basic website usage data, device information, and log data if you interact with our online services.
Incident or claim information if damage, complaint, or insurance-related matters arise.

We do not intentionally collect special category personal data unless it is strictly necessary and you provide it voluntarily, for example if a health-related access issue affects the service. Where such information is provided, we handle it with additional care and only where lawful grounds exist.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and complete bookings.
To communicate with you before, during, and after a service.
To process payments and maintain financial records.
To manage customer service issues, complaints, and insurance claims.
To improve our operations, services, and customer experience.
To meet legal, tax, accounting, and regulatory requirements.
To protect our business, staff, customers, and property against fraud, misuse, or unlawful activity.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will inform you and, where required, seek your consent.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. Man With Van Lee relies on the following bases:

Contract – where processing is necessary to provide a quote, take a booking, deliver services, or manage payment.
Legitimate interests – where processing is needed to operate and improve our business, respond to enquiries, prevent fraud, or defend legal claims, provided our interests do not override your rights and freedoms.
Legal obligation – where we must keep records or disclose information to comply with tax, accounting, insurance, or other legal requirements.
Consent – where we rely on your clear permission, for example for certain marketing communications or optional data uses. You can withdraw consent at any time.

Where we process special category data, we will only do so if a specific GDPR condition applies and additional safeguards are in place.

5. Sharing Your Personal Data

We may share personal data with trusted third parties only when necessary for the operation of our services or when required by law. These third parties may act as processors or independent controllers depending on the context.

Typical processors and service providers may include:

Payment providers for handling card or online transactions.
Accounting and bookkeeping providers for invoicing and financial administration.
IT and cloud service providers for secure storage, email, and business systems.
Communication platforms used to manage bookings and customer service messages.
Insurance providers, surveyors, or claims handlers when processing a complaint or damage claim.
Professional advisers such as lawyers, accountants, or auditors where needed.
Public authorities where disclosure is required by law or to protect legal rights.

We require processors to use personal data only on our instructions, to keep it secure, and to comply with applicable data protection law. We do not sell personal data.

6. International Transfers

Where any service provider processes data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your personal data to an equivalent standard.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, accounting, or reporting requirements. The retention period depends on the type of data and the purpose of processing.

Enquiry and quotation data may be kept for a limited period to manage follow-up or repeat business.
Customer and booking records may be retained for the duration of the contract and for a reasonable period afterward.
Payment, tax, and accounting records are generally kept for the period required by law.
Claims or dispute records may be retained longer where needed to establish, exercise, or defend legal claims.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. How We Protect Your Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, restricted staff access, and regular review of our procedures. Although no system can be guaranteed completely secure, we work to safeguard your information in line with industry standards and legal requirements.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit the use of your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format or ask for it to be transferred to another provider where technically feasible.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to complain to the relevant data protection authority if you are concerned about how your data has been handled. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

10. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a booking or service arrangement. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it or secure the necessary consent where applicable.

11. Marketing Communications

We may send limited service-related messages where necessary for managing a booking or answering your enquiry. If we send marketing communications, we will do so only where permitted by law and, where required, with your consent. You can opt out of marketing at any time. We will respect your preferences and cease non-essential communications when asked.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

13. Summary of Our Commitments

Man With Van Lee is committed to processing personal data responsibly, transparently, and securely. We collect only the information needed to provide moving and transport services, rely on clear lawful bases, keep data only as long as necessary, use trusted processors under proper safeguards, and respect your rights under GDPR. This policy applies to all Man With Van Lee customers in area and supports our aim to deliver services in a lawful and privacy-conscious way.