Privacy Policy - Man And Van Leyton

This Privacy Policy explains how Man And Van Leyton collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and related services. It applies to all Man And Van Leyton customers in area, including individuals, households, and businesses that use our services within the local service area. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to all Man And Van Leyton customers in area, as well as prospective customers, website users, and anyone who contacts us, requests a quote, books a service, or receives services from us. It also applies where we process personal data on behalf of a customer or receive information from third parties involved in a booking or delivery.

2. Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services. The types of information we may collect include:

Identity details: name, title, and business name where applicable.
Contact details: address, email address, and telephone number.
Booking and service details: moving date, collection and delivery addresses, item lists, access notes, and service preferences.
Payment information: billing details and transaction records. We do not usually store full card details where payment is processed by a third-party payment provider.
Communication records: emails, messages, call notes, complaints, and feedback.
Technical data: IP address, device information, browser type, and usage data if you interact with our digital services.
Special category data: only in exceptional cases and where strictly necessary, for example if you voluntarily provide information relevant to access needs or health-related arrangements for a move. Such information is handled with additional care and only where there is a lawful basis to do so.

We do not intentionally collect more data than required for our services. Please avoid sharing unnecessary sensitive information unless it is needed to complete your booking or service safely.

3. How We Collect Your Data

We may collect personal data in the following ways:

Directly from you when you request a quote, make a booking, or contact us.
From correspondence by phone, email, text message, or other communication channels.
From third parties where you have authorised them to act on your behalf, such as landlords, estate agents, employers, or family members.
From payment providers, fraud prevention services, or other processors involved in completing the transaction.
Automatically through digital tools that record basic technical and usage information.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under UK GDPR. Depending on the situation, we rely on one or more of the following:

Contract: to provide a quote, confirm a booking, carry out a removal, and manage the service you requested.
Legal obligation: to comply with tax, accounting, insurance, and other legal requirements.
Legitimate interests: to operate and improve our business, respond to enquiries, prevent fraud, maintain records, and manage customer relationships, provided these interests do not override your rights and freedoms.
Consent: where we need your permission, for example to use certain optional categories of information or to send specific marketing communications where required by law.

Where we rely on legitimate interests, we consider the impact on you and ensure our processing is proportionate and necessary. Where consent is the lawful basis, you may withdraw consent at any time.

5. How We Use Personal Data

We use personal data to:

Provide quotes and manage bookings.
Plan and deliver moving and transport services.
Communicate with you about your service.
Process payments and maintain financial records.
Handle complaints, claims, and service issues.
Meet legal and regulatory obligations.
Improve our operations, customer service, and service quality.
Prevent misuse, fraud, and unauthorised access.

We do not sell your personal data. We only use it for legitimate business, legal, and service-related purposes.

6. Data Sharing and Processors

We may share personal data with trusted third parties when necessary for service delivery, administration, or compliance. These parties act as data processors or independent controllers depending on their role.

Examples of processors and third parties may include:

Payment processing providers.
Accounting and invoicing systems.
IT support and cloud storage providers.
Customer communication tools.
Insurance providers.
Professional advisers such as accountants or legal advisers.

Where a third party acts as a processor, they are only permitted to process your data on our instructions and must use appropriate security measures. We require processors to handle data securely and in line with data protection law.

We may also disclose data where required by law, court order, or a regulatory authority, or where necessary to establish, exercise, or defend legal claims.

7. International Transfers

If any of our processors or service providers store or access data outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective mechanisms required by law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, insurance, and business record-keeping requirements. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records are generally retained for a reasonable period after completion of the service.
Financial records are retained for the period required by tax and accounting law.
Correspondence and complaint records may be kept for as long as needed to manage the matter and defend potential claims.
When data is no longer needed, we securely delete or anonymise it.

We regularly review retained data to ensure it is not kept longer than necessary.

9. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

Although we take reasonable steps to protect your information, no system can be guaranteed completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with legal requirements.

10. Your Rights Under GDPR

You have several rights regarding your personal data, subject to conditions and exemptions under data protection law. These rights include:

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 data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit the way we use your data in certain cases.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format and have it transferred where technically feasible.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request and respond within the time limits required by law. Some rights may not apply in every situation, but we will always explain our decision clearly.

11. Automated Decision-Making

We do not make decisions about customers solely by automated means in a way that produces legal or similarly significant effects. If this changes in the future, we will update this policy and provide appropriate information about your rights.

12. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children unless it is incidentally provided in the context of a household move or service arrangement and only where necessary. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data-handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is used.

14. Complaints

If you have concerns about how your personal data is handled, you may raise them with us so we can review and address the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

In summary: Man And Van Leyton processes personal data responsibly, only for lawful and necessary purposes, and with appropriate safeguards. This policy applies to all Man And Van Leyton customers in area and is intended to provide clear information about how we handle your data under GDPR.