Privacy Policy - Man With A Van Leyton

This Privacy Policy explains how Man With A Van Leyton collects, uses, stores, shares, and protects personal data in connection with its moving and transport services. It applies to all Man With A Van Leyton customers in the area, including individuals, households, landlords, tenants, and business customers who use or enquire about our services. We are committed to handling personal information in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With A Van Leyton acts as the data controller for the personal data we collect and use in the course of providing moving, delivery, removal, and related services. This means we decide how and why your personal data is processed.

We take our responsibilities seriously and aim to ensure that any personal information shared with us is used only for legitimate business purposes connected to the services you request or receive.

2. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include information you provide directly, information collected automatically, and information obtained from third parties where necessary for service delivery.

Data you provide to us

Identity details such as your name and title
Contact information such as your address, email address, and phone number
Service details including pickup and delivery locations, inventory lists, moving dates, special handling requirements, and access information
Payment-related information where relevant for invoicing or transaction processing
Communication records including emails, messages, quotes, complaints, and service requests
Business information if you are a commercial customer, such as company name, job title, and VAT or billing details

Information collected automatically

When you communicate with us electronically or interact with our systems, we may collect limited technical data such as device type, browser details, approximate location data, and usage information. This helps us maintain service quality, manage security, and improve operational efficiency.

Information from third parties

We may receive personal data from third parties where necessary to fulfil our obligations. For example, we may receive delivery instructions from a landlord, estate agent, property manager, or business client acting on your behalf. In such cases, we will only use the information for the purpose it was provided.

3. How We Use Your Data

We use personal data for specific, limited, and legitimate purposes connected to providing our services. These purposes may include:

Responding to enquiries and providing quotes
Arranging, managing, and delivering removal or transport services
Scheduling jobs and coordinating staff or subcontractors
Processing payments, issuing invoices, and managing accounts
Maintaining records of services provided
Handling complaints, claims, and customer support requests
Meeting legal, regulatory, tax, and accounting obligations
Protecting against fraud, misuse, or unlawful activity
Improving the quality, reliability, and efficiency of our services

We will only use your personal data for purposes that are compatible with the reason it was originally collected, unless we have a lawful basis to use it for another purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, completing removals, and handling billing and service administration.

Legal obligation

We may process data where it is required to comply with legal duties, such as tax, accounting, record-keeping, insurance, or regulatory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include improving our services, managing business operations, securing our systems, and preventing fraud or misuse. Where appropriate, we balance our interests against your privacy rights.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or specific uses of information not covered by another lawful basis. When consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties that assist us in operating our business and delivering services. These third parties act as processors when they process data on our behalf and under our instructions, or as independent controllers where they determine their own purposes.

Examples of processors or service providers may include:

Payment processors used to handle transactions
Accounting and bookkeeping providers who support financial administration
IT and cloud service providers who store or maintain records and systems
Communication service providers used to manage email, phone, or messaging systems
Operational subcontractors who assist with moving or delivery tasks where necessary
Professional advisers such as lawyers, insurers, or auditors

We require processors to protect personal data with appropriate technical and organisational measures and to use it only for authorised purposes. We do not sell your personal data.

In some circumstances, we may disclose information if required by law, court order, government authority, or to protect the rights, property, safety, or security of our business, customers, or others.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, business administration, legal compliance, and dispute resolution. Retention periods depend on the type of information and the reason it is held.

As a general approach, we may keep:

Booking and service records for a reasonable period to manage follow-up queries and evidence of work completed
Financial and accounting records for the period required by applicable tax and accounting laws
Complaint and claims records for as long as needed to resolve issues and defend legal claims
Communication records for operational and customer service purposes

When personal data is no longer required, we will delete it or anonymise it securely. Where deletion is not immediately possible, we will restrict processing until removal can be completed.

7. Data Security

We take appropriate steps to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limited access to information on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to any suspected data incident.

8. Your Rights

Under UK GDPR, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions.

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to request correction of inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain situations
Right to restriction – to ask us to limit how we use your data in specific cases
Right to data portability – to receive certain data in a structured, commonly used format
Right to object – to object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

You also have the right to raise concerns about how your data is handled. If you believe your rights have been infringed, you may complain to the relevant data protection authority.

9. International Transfers

If any of our service providers process data outside the UK, we will ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws. This may include approved contractual protections or other lawful transfer mechanisms.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from individuals under 18 except where it is necessary in connection with a household move or where a parent, guardian, or responsible adult provides relevant information on their behalf.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or technical changes. 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.

12. Summary of Our Commitment

Man With A Van Leyton respects your privacy and is committed to processing personal data responsibly, transparently, and only when we have a lawful basis to do so. We collect only the information needed to provide reliable services, retain it for no longer than necessary, use trusted processors where appropriate, and support your rights under data protection law. This policy applies to all customers in the area who use our services or contact us in relation to a move, delivery, or related arrangement.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.