Privacy Policy - Man With Van Leytonstone

This Privacy Policy explains how Man With Van Leytonstone collects, uses, stores, shares, and protects personal data in connection with our removals, transport, courier, and moving services. It applies to all Man With Van Leytonstone customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Leytonstone provides man and van moving services for homes, flats, offices, and other locations in and around Leytonstone. In this policy, “we,” “us,” and “our” refer to Man With Van Leytonstone as the data controller for the personal data we process in connection with our services.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for delivering our services, managing our business, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as your telephone number and email address.
Service information such as pickup and delivery addresses, moving dates, property access details, and information about items to be moved.
Booking and payment information such as service records, invoices, payment confirmations, and transaction history.
Communication records including emails, messages, notes from phone calls, and any other correspondence.
Technical information if you interact with our online services, such as IP address, browser type, and device information, where applicable.
Special instructions you give us about fragile, heavy, valuable, or unusual items.

We do not seek to collect more information than is reasonably needed to provide a safe, efficient, and reliable moving service. Where possible, we will keep the information you share to the minimum necessary.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote;
make a booking;
contact us by phone, email, or message;
provide delivery or access instructions;
make a payment or receive an invoice;
give feedback or raise a complaint.

We may also receive personal data from third parties where necessary for service delivery, such as from an agent, business customer, property manager, or another person arranging a move on your behalf. In such cases, we expect the person sharing the information to have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging bookings, completing moves, issuing invoices, and handling service-related communications.

Legal Obligation

We may process and retain certain information where required to comply with legal and regulatory obligations, including tax, accounting, and record-keeping duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving our services, responding to enquiries, and maintaining accurate business records.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain types of marketing communication or where consent is otherwise required by law. You can withdraw consent at any time where it is being used as the lawful basis for processing.

5. How We Use Personal Data

We use your personal data for the following purposes:

to provide quotes and manage bookings;
to carry out removals, deliveries, and related services;
to communicate with you about your service request;
to process payments and issue invoices;
to maintain internal records and business administration;
to respond to complaints, claims, or service issues;
to comply with legal, tax, and accounting requirements;
to protect our business, staff, and customers from fraud or misuse;
to improve the quality, safety, and efficiency of our services.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis to do so.

6. Data Processors and Sharing

We may share personal data with trusted third-party service providers, known as processors, who help us run our business and deliver our services. These processors only act on our instructions and are required to protect your information.

Examples of processors may include:

Payment processors for handling card or electronic payments;
Accounting and bookkeeping providers for financial record management;
IT and software providers that support booking, storage, or communication systems;
Customer service tools used to manage enquiries and correspondence;
Professional advisers such as accountants or legal advisers where needed.

We may also share data where required by law, court order, or other legal process, or where necessary to protect our rights, property, staff, or customers. If we use a subcontractor or another service provider in delivering a move, they may receive only the information needed to complete that task.

We do not sell your personal data.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations, standard contractual clauses, or equivalent lawful mechanisms. We take reasonable steps to ensure that any transfer meets UK data protection standards.

8. Data Retention

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

In general:

quote and booking records may be kept for a reasonable period for administration and follow-up purposes;
invoice and payment records are typically retained for the period required by tax and accounting law;
communication records are kept as long as needed to resolve queries, disputes, or service issues;
data no longer needed is securely deleted or anonymised.

We regularly review retention periods and ensure that information is not kept longer than necessary.

9. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and periodic review of our data handling practices. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the nature of the information we process.

10. Your Rights Under UK GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may 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 information;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in specific situations;
Right to data portability – to receive certain data in a structured, commonly used format where applicable;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise a concern with the UK Information Commissioner’s Office if you believe your data rights have been infringed.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

11. Marketing Communications

Where permitted, we may send you service-related updates or limited marketing messages. You can opt out of marketing communications at any time where applicable. We will not send unnecessary promotional material if you have told us not to do so.

12. Children’s Data

Our services are intended for adults and business customers arranging moving services. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult with authority to do so.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

14. Summary of Our Commitment

Man With Van Leytonstone is committed to respecting your privacy, using personal data fairly and lawfully, and only retaining information for as long as needed. We aim to keep our processing transparent, secure, and limited to what is necessary to provide our moving services. By using our services in the Leytonstone area, you acknowledge that your personal data will be handled in line with this Privacy Policy and applicable data protection law.