Privacy Policy - Man With A Van Lee

Man With A Van Lee is committed to protecting the privacy and personal data of all customers and prospective customers in the area we serve. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With A Van Lee customers in area, including individuals, households, landlords, tenants, and business clients who use our removal, transport, delivery, and related services.

1. Who We Are

For the purposes of data protection law, Man With A Van Lee acts as the data controller for the personal data collected and used in connection with our services. This means we decide why and how your personal data is processed. We only process personal data where we have a lawful basis to do so and where it is necessary, proportionate, and relevant to the services we provide.

2. Personal Data We Collect

We collect only the information needed to provide and manage our services safely and effectively. Depending on the type of service requested, this may include:

Identity information such as your name and title.
Contact details such as your email address, telephone number, and postal address.
Service details including collection and delivery addresses, moving dates, property access notes, item lists, and service instructions.
Payment information such as payment records, billing details, and transaction references.
Communication records including messages, calls, enquiries, complaints, and feedback.
Business information where relevant, such as company name, job title, and work address.
Special category data only where strictly necessary and provided voluntarily, for example where access needs or health-related mobility considerations affect a move or delivery. We will only process this type of data where lawful and appropriate safeguards are in place.
Technical and usage data if you interact with us digitally, such as basic device, browser, or log information used for security and service administration.

We do not intentionally collect more information than required. If you choose not to provide certain details, we may be unable to complete a booking or deliver part of our service.

3. How We Use Your Data

We use personal data to operate our business and deliver our services efficiently. Typical uses include:

providing quotes and managing bookings;
planning routes, loading, and delivery arrangements;
communicating about appointments, changes, and service updates;
processing payments and maintaining accounting records;
responding to questions, complaints, and claims;
meeting legal, tax, insurance, and regulatory obligations;
protecting our staff, customers, property, and vehicles;
improving our services, processes, and customer experience.

We will only use your data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or another lawful purpose permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. We rely on the following lawful bases depending on the context:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes at your request, taking bookings, delivering moving or transport services, and handling payment processing related to the contract.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, business record keeping, fraud prevention, internal quality control, and responding to customer enquiries.

Legal Obligation

We process certain information where required to comply with legal obligations, including tax law, accounting requirements, insurance obligations, health and safety duties, and lawful requests from public authorities.

Consent

In limited situations, we may rely on your consent, particularly where we process optional information that is not necessary for the service. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing Your Information and Processors

We do not sell personal data. We may share data only when necessary and only with trusted third parties who support our services. These may include:

Payment processors who handle card or electronic transactions securely.
Accounting and bookkeeping processors who assist with invoicing, tax reporting, and record keeping.
IT and cloud service providers who host data, support email, secure file storage, and business systems.
Insurance providers where a claim or incident requires processing.
Professional advisers such as lawyers, auditors, or accountants when needed.
Subcontractors or operational partners engaged to help deliver a service you have requested, subject to confidentiality and data protection obligations.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or legal claims.

Where we use processors, they only process your data on our instructions and must protect it using appropriate technical and organisational measures. We take steps to ensure any processor we use meets relevant data protection requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for any legal, accounting, tax, insurance, or reporting requirements. Retention periods depend on the type of information and the purpose of processing.

Quotation and enquiry records are usually retained for a limited period to manage follow-up questions, business administration, and service improvement.
Customer and contract records may be retained for the duration of the service relationship and for a reasonable period afterwards for warranty, complaint handling, and legal protection.
Financial and tax records are retained for the period required by law.
Incident or claim records may be kept longer where needed to defend or establish legal claims.

When information is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. How We Protect Your Data

We use appropriate security measures to safeguard personal data against unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limited access to data on a need-to-know basis. While no system is completely risk-free, we regularly review our procedures to maintain a suitable level of protection.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and lawful basis used for processing:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restrict processing – you can ask us to limit how we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – you can request certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with data protection law and may need to verify your identity before acting on your request. Some rights may be limited where legal obligations or legitimate grounds for processing apply.

9. International Transfers

In some cases, your data may be stored or processed using service providers outside the UK. If this happens, we will only use providers that offer appropriate safeguards to ensure your data remains protected to a standard consistent with UK GDPR requirements.

10. Children’s Data

Our services are aimed at adults and business customers. We do not knowingly collect personal data from children except where it is necessary in connection with a customer’s move or delivery and only to the extent required to provide the service lawfully and safely.

11. Changes to This Privacy Policy

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

12. Summary of Our Commitment

Man With A Van Lee is committed to handling personal information responsibly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or when required by law. By using our services, you acknowledge that this Privacy Policy applies to all Man With A Van Lee customers in area and that your privacy rights will be respected in accordance with applicable data protection law.