Privacy Policy
Man with Van Leytonstone Privacy Policy
This Privacy Policy explains how Man with Van Leytonstone collects, uses, stores and shares personal data about customers and prospective customers. It applies to all Man with Van Leytonstone customers and enquiries within the Leytonstone area and surrounding neighbourhoods, regardless of how you contact us or use our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you request. This may include:
Identity and contact details such as your name, address, collection and delivery addresses, and any other location details you provide for the service, as well as your preferred contact details.
Booking and service information such as the date and time of your booking, the type and size of move or transport requested, details about items to be moved, access information for properties, and any specific instructions you give us.
Payment information such as records of payments made, payment method and billing-related details. Card or bank details are handled only through secure payment providers and are not stored by Man with Van Leytonstone beyond what is necessary for accounting and legal purposes, in line with the providers own policies.
Communication records such as messages, call notes, and any feedback or complaints that you send to us. This may include information about your preferences and any other details you choose to share when contacting us.
Technical and usage information if you interact with us via our website or other online channels. This may include your device type, browser type, pages visited and general usage data gathered through basic analytics tools. We use this information in an aggregated or pseudonymised form where possible.
Lawful bases for processing
Man with Van Leytonstone processes your personal data under one or more of the following lawful bases:
Contractual necessity: We process identity, contact, booking and payment details because we need this information to provide the man and van services you have requested, to manage your booking, to communicate with you about your move, and to take payment.
Legitimate interests: We process certain data for our legitimate business interests, such as improving our services, managing our operations, keeping records of bookings, protecting our business against fraud or misuse, and responding to general enquiries. We carefully balance these interests against your rights and freedoms.
Legal obligation: We may process and retain some personal data to comply with legal and regulatory requirements, such as tax, accounting and financial reporting obligations, and to assist law enforcement when we have a legal duty to do so.
Consent: In limited circumstances, we may rely on your consent to process certain personal data, for example, to send you specific types of marketing messages where consent is required. When we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide and manage our services, including handling enquiries, preparing quotes, confirming bookings, carrying out moves and transport services, and resolving any issues that arise before, during or after the job.
To communicate with you, including responding to your questions, sending booking confirmations, updates and reminders, and contacting you about changes that might affect your booking or our terms.
To process payments and maintain accurate records for invoicing, financial reporting and auditing.
To manage our business, including internal administration, quality control, staff training, service improvement and planning future services in the Leytonstone area.
To maintain security and prevent misuse, including detecting and preventing fraud, protecting our vehicles and equipment, and ensuring the safety of staff and customers.
To comply with our legal responsibilities, such as responding to lawful requests from public authorities where required.
Data sharing and processors
We do not sell your personal data. We only share it when necessary and in a controlled way. Your personal data may be shared with:
Service providers and data processors who support our operations, such as payment processing providers, accounting and bookkeeping services, secure data storage and backup providers, and basic analytics or customer management tools. These providers are only permitted to process your personal data on our instructions and must keep it secure.
Drivers, movers and other operational staff, who need access to your contact and address details, booking information and relevant instructions so they can carry out the services you have requested safely and efficiently.
Professional advisers, such as accountants, auditors or legal advisers, where this is necessary to obtain professional advice or meet our legal and regulatory obligations.
Authorities, regulators or law enforcement agencies, where we are legally required to disclose personal data or where disclosure is necessary to protect our rights, the safety of our staff or customers, or to prevent crime or fraud.
Where processors or service providers are based outside the UK or the European Economic Area, we take appropriate steps to ensure that any international transfers of personal data are subject to adequate safeguards and comply with data protection law.
Data retention and storage
We keep personal data only for as long as it is needed for the purposes described in this Privacy Policy or to meet legal, tax or accounting requirements.
Booking and service records are typically retained for the period required for accounting, tax and potential legal claims. This allows us to resolve disputes, answer queries about past services and meet statutory obligations.
Basic enquiry information that does not lead to a booking may be retained for a shorter period, mainly to respond to follow up questions and manage our records of quotes and availability.
Payment-related data is kept for the duration required by financial and tax legislation. We do not keep full payment card details once payments have been processed, in line with the policies of our payment service providers.
Communication records may be kept for a reasonable period so we can track interactions, manage complaints, and improve our customer service.
When personal data is no longer required, we either securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricted access to personal data, secure storage methods and using reputable service providers who implement suitable security measures.
While we work to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. We continually review our security practices and update them where appropriate.
Your data protection rights
As a customer or prospective customer of Man with Van Leytonstone, you have a number of rights under data protection law. These include:
Right of access: You can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: You can ask us to correct or update inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you can request that we delete your personal data. This right is not absolute and may be limited where we have a legal obligation or a compelling legitimate interest to retain the data.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or considering an objection you have raised.
Right to object: You can object to our processing of your personal data on grounds relating to your particular situation, where we rely on legitimate interests. You also have an absolute right to object to direct marketing.
Right to data portability: In specific circumstances, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transfer it to another controller where this is technically feasible.
Right to withdraw consent: Where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
If you make a request to exercise your rights, we may need to ask for additional information to confirm your identity and ensure the security of your data. We aim to respond within the timescales set by data protection law.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. The most recent version will always apply to customers and enquiries within the Leytonstone area. We encourage you to review this policy periodically so that you remain informed about how we handle your personal data.
