Privacy Policy for Man And Van Leyton

This Privacy Policy explains how Man And Van Leyton collects, uses, stores, shares, and protects personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Leyton customers in the area, including anyone who requests, books, receives, or enquires about our moving, packing, or related services.

1. Who We Are

Man And Van Leyton provides removal and transport services for customers in Leyton and the surrounding area. In the course of delivering these services, we may process personal data relating to customers, household members, business contacts, delivery recipients, and other individuals involved in a booking or job.

We are committed to handling personal data lawfully, fairly, and transparently. This Privacy Policy sets out what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights individuals have over their data.

2. Personal Data We Collect

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

Identity details such as name, title, and any relevant business name.
Contact details such as address, email address, and telephone number.
Booking and service details such as service dates, collection and delivery addresses, item descriptions, access notes, and preferred timings.
Payment and invoicing information such as billing details, payment status, and transaction records.
Communication records including enquiries, quotes, complaints, and correspondence.
Service history such as records of previous jobs, quotations, and customer preferences.
Special instructions that are relevant to carrying out the service safely and efficiently.

We do not intentionally collect special category data unless it is provided to us voluntarily and is necessary for a specific purpose, for example where access needs or vulnerable customer arrangements must be considered. When such data is processed, we apply extra care and only do so where a lawful basis exists.

3. How We Collect Data

We may collect personal data directly from you when you make an enquiry, request a quote, place a booking, communicate with us, or provide information during the course of a service. We may also collect data from third parties where this is necessary to complete a booking or delivery, such as a business client, property manager, or another authorised person involved in the move.

Where relevant, we may also receive information from payment providers, insurers, professional advisers, or technology providers supporting our operations.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each activity involving personal data. Man And Van Leyton relies on one or more of the following lawful bases:

Contract – to provide quotes, manage bookings, perform moving services, process payments, and meet our obligations under a contract with you.
Legal obligation – to retain certain records for tax, accounting, regulatory, or insurance purposes.
Legitimate interests – to operate and improve our business, prevent fraud, maintain service quality, handle customer enquiries, and keep appropriate business records, provided these interests are not overridden by your rights and freedoms.
Consent – where we rely on your permission for specific optional uses of data, such as certain marketing communications or the processing of particularly sensitive information where consent is appropriate.
Vital interests – in rare situations where processing is necessary to protect someone’s life or physical safety.

Where we rely on legitimate interests, we ensure that our processing is limited, necessary, and proportionate. We do not use personal data in ways that are incompatible with the reason it was originally collected.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange and perform removal and transport services;
to confirm booking details and manage operational logistics;
to communicate service updates, changes, and relevant instructions;
to handle invoicing, payments, refunds, and account administration;
to maintain records for business, tax, legal, and insurance purposes;
to resolve complaints, disputes, or customer service issues;
to improve our services, planning, and customer experience;
to protect our business, staff, and customers from fraud or misuse.

We do not sell personal data.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, depending on the service provided. Processors only process data on our instructions and are required to protect it appropriately.

Examples of processors and recipients may include:

IT and hosting providers that store data or support our systems;
Payment processors that handle card or electronic payments;
Accounting and bookkeeping providers that assist with financial records;
Communication service providers that help manage phone, email, or messaging systems;
Insurance, legal, or professional advisers where advice or claims handling is necessary;
Public authorities where disclosure is required by law or necessary to protect rights and safety.

Where personal data is shared with processors, we take steps to ensure that appropriate contractual safeguards are in place. All third parties must handle personal data securely and only for the agreed purpose.

7. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place, such as adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, tax, insurance, or dispute-resolution requirements.

Typical retention periods may include:

Quotation and enquiry records – retained for a limited period after the enquiry, unless a booking follows.
Customer and booking records – retained for the duration of the contractual relationship and afterward for a reasonable period.
Financial and tax records – retained for the period required by law.
Complaint or claims records – retained until the issue is resolved and for an additional period if needed for legal defence.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in line with our retention procedures.

9. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access, password protection, secure storage, staff confidentiality obligations, and regular review of data handling practices.

While no system can be guaranteed 100% secure, we take reasonable and proportionate steps to protect all information entrusted to us.

10. Your Rights

Individuals whose personal data we process have rights under data protection law. These rights may include:

The right of access – to request a copy of the personal data we hold about you.
The right to rectification – to request correction of inaccurate or incomplete data.
The right to erasure – to request deletion of your data in certain circumstances.
The right to restriction – to ask us to limit processing in certain situations.
The right to object – to object to processing based on legitimate interests or direct marketing.
The right to data portability – to request transfer of data you provided to us, where applicable.
The right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

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.

11. Automated Decision-Making

We do not generally use automated decision-making or profiling in a way that produces legal or similarly significant effects. If this changes in the future, we will update this policy and explain the safeguards involved.

12. Children’s Data

Our services are not directed at children, and we do not intentionally collect data from children unless it is incidentally necessary for the provision of services and provided by an adult with authority to do so.

13. Changes to This 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. Please review this policy periodically to stay informed about how your data is used.

14. Scope of This Policy

This Privacy Policy applies to all Man And Van Leyton customers in the area, together with anyone who interacts with us in connection with our services. By using our services or making an enquiry, you acknowledge that your personal data may be processed in accordance with this policy and applicable data protection law.

15. Key Principles We Follow

lawfulness, fairness, and transparency;
purpose limitation;
data minimisation;
accuracy;
storage limitation;
integrity and confidentiality;
accountability.

We are committed to processing personal data responsibly and only to the extent needed to deliver our services effectively.