Man With a Van Lee Privacy Policy

This Privacy Policy explains how Man With a Van Lee collects, uses, stores and protects your personal data when you use our services. It applies to all Man With a Van Lee customers and prospective customers within our service area, including anyone who contacts us to request a quote, make a booking, or otherwise interact with our business.

We are committed to complying with the UK General Data Protection Regulation and related data protection laws. We only process personal data in a lawful, fair and transparent manner, and we take appropriate steps to keep your information secure.

Personal data we collect

We collect personal data that is necessary for us to provide our services, manage our operations, and comply with legal obligations. The types of personal data we may collect include:

Identification and contact details: name, address, service addresses, and other basic contact details you provide when you make an enquiry or booking.

Booking and service details: information about your move or transport requirements, such as collection and delivery locations, access details, preferred dates and times, inventory descriptions, and any special instructions you provide.

Communication records: details of communications you send to us or have with us, including by phone, text message, or other communication methods you choose to use, as well as any notes we record relating to your booking or enquiry.

Billing and transaction details: information relating to payments and invoices, such as amounts charged, dates of payments, payment method type, and transaction references. We do not store full payment card details.

Technical and usage information: limited technical information that may be collected when you visit our website or interact with our online content, such as basic device information, pages visited and general usage patterns. This is used to improve our website and services.

How we collect personal data

We collect personal data directly from you when you:

Contact us to request a quote or information about our services.

Make a booking for a man and van service or related services.

Communicate with us by phone, text message, or through other communication channels.

Provide feedback or otherwise engage with us in relation to a service we have provided.

We may also receive limited personal data from third parties where this is necessary to complete a booking or where someone books our services on your behalf. In such cases, we treat that data in accordance with this Privacy Policy.

Lawful bases for processing

We process your personal data under one or more of the following lawful bases:

Contract: to take steps at your request before entering into a contract, and to perform a contract we have with you. For example, to provide quotes, confirm bookings, deliver our man and van services, issue invoices and manage payments.

Legal obligation: to comply with legal and regulatory requirements, including record-keeping, tax, and accounting obligations.

Legitimate interests: to pursue our legitimate interests in operating and improving our business and services, provided that your interests and fundamental rights do not override those interests. This may include managing customer relationships, responding to enquiries, improving our services, and maintaining security.

Consent: where required by law, we may rely on your consent, for example for certain types of marketing communications. If we rely on your 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 quotes, confirm availability and manage bookings.

To plan, deliver and complete our man and van services safely and efficiently.

To communicate with you about your booking, including confirmations, reminders, updates and any necessary follow-up.

To manage billing, process payments, handle refunds where applicable, and maintain financial records.

To respond to enquiries, feedback or complaints, and to handle any disputes or claims.

To operate, maintain and improve our website, services and customer experience.

To comply with our legal and regulatory obligations and to cooperate with lawful requests from competent authorities where required.

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

In general, we retain booking and transaction records for a period required by applicable tax and accounting laws. Communication records and service details are retained for a reasonable period to enable us to manage our relationship with you, deal with any questions or complaints, and to maintain accurate business records.

When personal data is no longer required for the purposes described in this Privacy Policy, we will securely delete or anonymise it, unless we are required by law to retain it for a longer period.

Data processors and sharing of personal data

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes described in this Privacy Policy.

Examples of such processors may include:

Service providers who assist with scheduling, booking management or customer communications.

Payment and billing service providers who process transactions and help us manage our accounts and invoicing.

Professional advisers such as accountants or legal advisers, to the extent necessary for them to provide their services to us.

We require all processors to take appropriate security measures to protect your personal data and to treat it in accordance with applicable data protection laws. They are not permitted to use your data for their own purposes.

We may also share your personal data where required by law, for example with law enforcement agencies or regulatory authorities, or to protect our rights, property or safety, or the rights, property or safety of others.

International transfers

Where any of our service providers or processors are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as using standard contractual clauses or relying on equivalent data protection laws. We will only transfer personal data internationally in compliance with applicable legal requirements.

Security of your personal data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know it and ensuring that anyone processing your data does so under a duty of confidentiality.

While we strive to protect your personal data, no transmission of information over the internet or storage system can be guaranteed as completely secure. You acknowledge that you provide your information at your own risk, and we encourage you to take care when sharing personal data with us.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions, but generally include:

Right of access: you have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.

Right to rectification: you have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you may request that we delete or remove your personal data, for example where it is no longer necessary for the purposes for which it was collected.

Right to restrict processing: you may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to object: you have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, and we will stop processing unless we have compelling legitimate grounds to continue.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format and, where technically feasible, transmit it to another controller.

Right to withdraw consent: where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes, we will revise the updated date and, where appropriate, notify you through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.