Man With a Van Leyton Customer Privacy Policy

This Privacy Policy explains how Man With a Van Leyton collects, uses, stores and protects personal data relating to customers and potential customers in the Leyton area and surrounding locations. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, requesting a quotation or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.

Scope Of This Privacy Policy

This Privacy Policy applies to all Man With a Van Leyton customers and enquirers within our service area. It covers personal data collected through telephone enquiries, online enquiries, written correspondence, and in-person discussions relating to removals, deliveries, collections, and related services. It does not cover third-party websites or services that may refer to us or that we may refer you to.

Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision of our services. The types of personal data we may collect include:

Identity and contact details: name, address, pickup and delivery addresses, billing address, and basic contact details such as your preferred contact method.

Service details: information about the service you require, including property type, access details, inventory or item lists, preferred dates and times, and any special instructions or notes.

Booking and transaction details: records of bookings, quotations, invoices, payments, and communications regarding your bookings and services.

Communication records: details of any communications you have with us, including the date, time, and content of calls, messages, and correspondence relevant to your booking or enquiry.

Technical and usage information: limited technical information that may be collected when you interact with our online content, such as the date and time of access and basic device information where this is necessary for security or service delivery.

How We Collect Your Data

We collect personal data in the following ways:

Directly from you when you contact us by phone, through an online form, in writing, or in person to request a quote or make a booking.

During the provision of services, for example when confirming access arrangements, item lists, or changes to your booking.

From third parties where you have authorised someone else to arrange services on your behalf, such as a family member, friend, landlord, or business contact.

Lawful Basis For Processing

We process your personal data only where we have a valid lawful basis under data protection law. The main lawful bases we rely on are:

Contract: processing is necessary to provide you with a quotation, to enter into a contract with you, and to perform our contract for removal or delivery services. This includes processing needed to manage bookings, take payment, carry out the move, and communicate with you about the service.

Legal obligation: processing is necessary to comply with legal requirements, such as record-keeping, accounting, taxation obligations, and responding to lawful requests from regulatory or law enforcement authorities.

Legitimate interests: processing is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include improving our services, managing business risks, handling queries and complaints, and maintaining accurate business records.

Consent: in limited circumstances, we may rely on your explicit consent, for example where you specifically agree to receive certain types of optional communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data to:

Provide quotations for services requested by you or on your behalf.

Set up, administer, and fulfil bookings and contracts for removal or delivery services.

Communicate with you before, during, and after your move regarding timings, access, changes, and follow-up queries.

Process payments, manage invoices, and maintain financial records for accounting and taxation purposes.

Improve our operations, plan workloads, manage our vehicles and staff, and enhance the quality and safety of our services.

Handle feedback, queries, and complaints, and resolve disputes.

Comply with legal, regulatory, and insurance requirements, including fraud prevention and security.

Data Sharing And Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy and where appropriate safeguards are in place. These may include:

Service providers and processors: companies that provide us with services such as secure data storage, booking or scheduling tools, accounting and invoicing services, or IT support. These providers act as data processors and may only process your personal data in accordance with our instructions and applicable law.

Subcontractors and partner carriers: in some cases we may work with carefully selected subcontractors or partner carriers to complete all or part of your move. They will receive only the information necessary to perform the requested services, such as addresses, contact details, and job requirements.

Professional advisers: accountants, insurers, legal advisers, or other professional consultants where necessary to protect our business or comply with legal obligations.

Authorities: law enforcement bodies, regulatory authorities, or courts where we are legally required to provide information or where disclosure is necessary to protect our rights or the rights of others.

International Data Transfers

Our services are primarily provided within the United Kingdom. If, in limited circumstances, your personal data needs to be transferred outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to maintain the level of protection required by data protection law.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or to meet legal, accounting, or reporting requirements. In general:

Quotation information may be kept for a limited period to allow you to proceed with a booking or to respond to follow-up queries.

Booking, invoicing, and transaction records are typically retained for a period aligned with legal and tax obligations.

Communication records and service notes may be kept for a reasonable period to handle any questions, complaints, or insurance matters arising from the service.

When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those who need it to perform their duties, using secure methods to store and transmit information, and regularly reviewing our security arrangements.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: the right to request confirmation that we process your personal data and to obtain a copy of that data.

Right to rectification: the right to have inaccurate or incomplete personal data corrected or completed.

Right to erasure: in certain circumstances, the right to request the deletion of your personal data where there is no longer a lawful basis for us to retain it.

Right to restriction: the right to request that we restrict the processing of your personal data in specific situations, for example while we consider a request to rectify or erase data.

Right to data portability: in certain cases, the right to receive personal data you have provided to us in a structured, commonly used, machine-readable format and to transmit it to another controller where technically feasible.

Right to object: the right to object to certain types of processing based on our legitimate interests, including profiling, where applicable. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests and rights or where processing is required for legal claims.

Right to withdraw consent: where we rely on consent as a lawful basis, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Exercising Your Rights And Complaints

If you wish to exercise any of your data protection rights or have questions about how Man With a Van Leyton handles your personal data, you can contact us using the contact details provided on our main service information. Please provide sufficient information to allow us to identify you and respond to your request. We may need to ask you for additional information to verify your identity before fulfilling certain requests.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we have the opportunity to address your concerns.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.