Privacy Policy - Man With A Van Lissongrove

This Privacy Policy explains how Man With A Van Lissongrove collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Lissongrove customers in the area, including people who request quotes, book services, make enquiries, or otherwise interact with us in connection with removals, deliveries, collections, and related transport services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Personal Data We Collect

We only collect personal data that is necessary to provide our services, respond to requests, manage bookings, and meet legal obligations. The types of data we may collect include:

Identity information: name, title, and any details you provide when making an enquiry or booking.
Contact information: address, email address, telephone number, and delivery or collection locations.
Service details: move size, date, access notes, inventory details, special handling requirements, and any instructions you give us.
Payment information: billing details, payment status, and transaction records. We do not intentionally store full card details unless required for a specific secure payment process managed by an authorised provider.
Communication records: messages, calls, emails, quote requests, complaints, and any other correspondence.
Technical information: limited data such as IP address, device type, browser type, and usage information if you interact with our digital systems.
Vehicle and site access details: parking notes, building access instructions, and safety information relevant to completing the job.

We do not seek to collect special category data unless you choose to provide it and it is necessary for a specific purpose, such as access or health-related considerations for the safe delivery of our services. If such data is provided, we will handle it carefully and only where a lawful basis applies.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes, arrange bookings, and deliver moving or transport services;
to communicate about service changes, timing, access requirements, and job completion;
to process payments and issue invoices or receipts;
to manage customer service queries, complaints, and follow-up actions;
to maintain records of services provided and business transactions;
to improve our operations, scheduling, and service quality;
to comply with tax, accounting, insurance, and legal obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We only use your personal data where we have a valid lawful basis under data protection law.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the context, we rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes at your request, confirming bookings, arranging the service, and taking payment.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing business records, preventing fraud, improving services, and responding to enquiries efficiently. We always consider whether our interests are proportionate and respectful of your privacy.

Legal Obligation

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

Consent

In limited situations, we may rely on your consent, for example where you choose to receive optional communications or provide information that is not strictly necessary for the service. Where consent is used, you can withdraw it at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency involving safety, injury, or immediate risk during a move.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the nature of the data and the service provided.

Customer enquiries and quotes: retained for a reasonable period to manage follow-up, service history, and administration.
Booking and job records: retained for the duration of the service relationship and afterwards where needed for business records or dispute handling.
Invoice and payment records: retained for the period required by tax and accounting laws.
Correspondence and complaints: retained as long as necessary to resolve issues and maintain evidence of actions taken.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal data indefinitely.

5. Processors and Third Parties

We may share personal data with trusted third-party processors who support our business operations. These parties process data only on our instructions and are required to protect it appropriately. They may include:

IT and hosting providers: for secure storage, email, and system maintenance;
Payment service providers: for payment processing and transaction security;
Accounting and bookkeeping providers: for invoicing, tax, and financial administration;
Customer communication tools: for managing enquiries, bookings, and service updates;
Insurance, legal, or compliance advisers: where necessary for claims, disputes, or legal obligations.

We may also disclose personal data where required by law, regulation, court order, or to protect the rights, property, or safety of our business, staff, customers, or the public.

We do not sell your personal data.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, and restricted data access. While no system can be guaranteed completely secure, we take data protection seriously and work to reduce risks wherever possible.

7. Your Rights

Depending on your circumstances and the legal basis for processing, you may have the following rights regarding your personal data:

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 ask us to delete personal data in certain circumstances.
Right to restriction: to request that we limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request your data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with applicable law. We may need to verify your identity before responding to a request, to protect your data from unauthorised access.

8. International Transfers

If any of our processors store or process data outside the UK, we will ensure appropriate safeguards are in place to protect your information in accordance with data protection law. This may include standard contractual protections or equivalent legal mechanisms.

9. Children's Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is incidental to a booking or service arrangement and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Privacy Commitment

Man With A Van Lissongrove is committed to processing personal data responsibly, transparently, and securely. We collect only what is needed to deliver our services, rely on lawful bases under the UK GDPR, retain information only for as long as necessary, and work with processors that are required to protect your data. We also respect your rights and will support reasonable requests made in relation to your personal information.

This Privacy Policy applies to all Man With A Van Lissongrove customers in the area and is designed to ensure that personal information is handled in a lawful and respectful manner throughout every stage of our service relationship.