Privacy Policy - Man With Van Leyton

This Privacy Policy explains how Man With Van Leyton collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With Van Leyton customers in the area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Leyton is a moving and transport service provider operating in Leyton and surrounding local areas. For the purposes of data protection law, we act as the data controller for the personal information we process about customers, prospective customers, suppliers, and other individuals where applicable. This means we decide why and how your personal data is used.

2. Personal Data We Collect

We only collect information that is necessary to provide our services, manage enquiries, maintain records, and meet legal obligations. The categories of personal data we may collect include:

Identity information such as your name and title.
Contact details including address, email address, and telephone number.
Service details such as collection and delivery addresses, moving dates, inventory lists, access notes, and special handling requirements.
Payment information such as billing details and transaction records. We do not store more payment data than is necessary for processing and accounting purposes.
Communication records including emails, messages, call notes, and booking enquiries.
Technical and usage data where relevant, such as basic website analytics or device information used to improve service performance and security.
Proof and verification details where required to confirm service arrangements, disputes, or lawful claims.

We do not deliberately collect special category data unless it is strictly necessary and you provide it voluntarily, for example where it is relevant to access needs or service instructions. If such data is ever processed, it will only be done where a lawful basis under data protection law applies.

3. How We Use Your Data

We use personal data only for clear and legitimate purposes. These include:

Responding to enquiries and providing quotes.
Managing bookings and delivering moving services.
Planning routes, vehicle use, staffing, and job scheduling.
Processing payments and keeping financial records.
Communicating service updates, changes, or important notices.
Handling complaints, claims, and service-related disputes.
Meeting legal, tax, insurance, and regulatory obligations.
Improving service quality, safety, and customer experience.

We will only use your personal information for the purposes for which it was collected, unless we reasonably believe we need to use it for a compatible purpose or where the law allows otherwise.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a valid lawful basis for processing personal data. Man With Van Leyton relies on the following bases:

Contract – where processing is necessary to provide a quote, make a booking, or perform the moving service you have requested.
Legitimate interests – where processing is necessary for our business operations, customer service, fraud prevention, record keeping, or service improvement, provided your rights do not override those interests.
Legal obligation – where we must retain or disclose information to comply with tax, accounting, insurance, or other legal requirements.
Consent – where we specifically ask for permission, for example in relation to optional communications or certain types of data processing. You may withdraw consent at any time where it is the basis relied upon.

Where we process special category data, we will only do so if an additional condition under data protection law is met.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or operate our business. These third parties act as processors or independent controllers depending on the service they provide. They may include:

Payment processors that handle card or bank transactions.
Accounting and bookkeeping providers that support financial record keeping and tax compliance.
IT and cloud service providers that store data securely, maintain systems, or provide communication tools.
Insurance providers and claims handlers where needed for risk management or dispute resolution.
Professional advisers such as legal or financial advisers, when necessary.
Subcontracted transport or support staff who need access to limited information to complete a service.

We require processors to protect personal data, use it only on our instructions, and implement appropriate technical and organisational security measures. We do not sell personal data.

6. International Transfers

If any personal data is transferred outside the UK, we will ensure suitable safeguards are in place to protect it. These may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the reason it is held. In general:

Booking and service records are retained for a period necessary to manage the job, handle queries, and resolve disputes.
Financial and tax records are kept for the duration required by law.
Communication records are retained while relevant to customer service, claims, or contractual matters.
System and security logs may be kept for a limited period for fraud prevention and operational security.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it. In some cases, we may retain information longer where required to establish, exercise, or defend legal claims.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data sharing. While no system can be guaranteed completely secure, we work to keep your information protected and to reduce risks wherever possible.

9. Your Rights Under GDPR

You have important rights regarding your personal data. Subject to legal limits, 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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where the processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where consent is the lawful basis, you can withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are concerned about how your data has been handled. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

10. Children’s Data

Our services are generally aimed at adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is necessary in a lawful and limited context, such as delivery instructions or access arrangements provided by an adult customer.

11. Third-Party Information

If you provide us with personal data relating to another person, you confirm that you have the authority to do so and that you have informed them, where appropriate, about this Privacy Policy. Please only share information that is necessary for us to complete the service safely and effectively.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised 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 data is used.

13. Summary of Our Commitment

Man With Van Leyton respects your privacy and is committed to using personal data responsibly, securely, and only where necessary. We collect only the information needed to provide moving services, support customer enquiries, meet legal obligations, and maintain accurate business records. Our processing is based on lawful grounds such as contract, legitimate interests, legal obligation, and consent where appropriate. We work with carefully selected processors, retain data only for necessary periods, and uphold your rights under the UK GDPR.

By using Man With Van Leyton services in the area, you acknowledge that your personal data may be processed as described in this Privacy Policy.