Man with Van Leamouth Privacy Policy

This Privacy Policy explains how Man with Van Leamouth collects, uses, stores and protects personal data in connection with our services. It applies to all Man with Van Leamouth customers and prospective customers in the Leamouth area who contact us, request a quote, or use our moving and transport services.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, and to handling your information in a fair, transparent and secure way.

Personal data we collect

We collect and process only the personal data that is necessary for providing our services and running our business. This may include:

Identification and contact details: name, address, pick-up and drop-off addresses, contact preferences, and any other similar details you choose to provide when you contact us or make a booking.

Booking and service details: dates and times of your move, type and size of vehicle required, details of items to be moved where relevant for planning, access information for properties, and any special instructions related to the service.

Financial and transaction information: information about the services you purchase from us, payment status and amounts, and records of invoices and receipts. We do not store full payment card details; where payments are processed electronically this is done through a secure payment processor.

Communication records: information contained in emails, messages, or other communications between you and us, including enquiries, quotes, feedback, and complaints.

Technical and usage data: basic technical information collected when you visit our website, such as IP address, browser type, device type, and pages visited. This may be gathered through server logs or similar tools for security and performance purposes.

How we collect personal data

We may collect your personal data in the following ways:

Directly from you when you contact us, request a quote, make a booking, or communicate with us by phone or other messaging channels.

Automatically when you visit or interact with our website, through logs or basic analytics used to maintain and improve our website and services.

From third parties where lawful and relevant, for example where another person makes a booking on your behalf and provides your details as the main contact.

Lawful basis for processing your data

We process personal data only where we have a lawful basis under data protection law. Depending on the context, this may include:

Contract: where processing is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, planning and delivering moving services, and handling payments and billing.

Legal obligation: where we are required to process certain information to comply with legal or regulatory obligations, such as record-keeping for tax or accounting purposes.

Legitimate interests: where processing is necessary for our legitimate business interests and these are not overridden by your rights and freedoms. Examples include improving our services, protecting our business from fraud or misuse, managing and responding to enquiries, and maintaining the security of our systems and vehicles.

Consent: where we rely on your explicit consent, for example for certain types of marketing communications that are not covered by our legitimate interests. Where consent is used, you can withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide and manage our services to you, including quotations, bookings, scheduling, and carrying out your move or transport service.

To communicate with you about your enquiries, bookings, service updates, and any issues that may arise.

To process payments, manage invoices, and keep financial records in accordance with legal requirements.

To manage our customer relationships, including handling feedback, complaints, and aftercare.

To improve and develop our services, pricing, and customer experience, including through analysis of aggregated usage and booking data.

To protect our business, vehicles, assets and systems, including for security, fraud prevention, and resolving disputes.

To comply with our legal obligations and respond to lawful requests from regulators or public authorities where required.

Data sharing and processors

We do not sell your personal data. We may share your data with selected third parties only where necessary and lawful, including:

Service providers and processors who assist us in operating our business, such as website hosting providers, IT support, secure payment processors, or accounting and administrative service providers. These parties act as processors and may only process your data on our documented instructions, subject to confidentiality and appropriate security measures.

Professional advisers, such as accountants or legal advisers, where necessary to obtain advice, manage accounts, or handle legal matters.

Public authorities or law enforcement agencies, where required by law or where necessary to protect our rights, property, safety, or the safety of others.

Where we use third-party processors located outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures recognised under data protection law.

Data retention

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.

The exact retention period depends on the type of data and the context of our relationship with you, but as a general guide:

Booking and service records are typically retained for a number of years after the end of the service to enable us to respond to queries, manage disputes, and comply with tax and accounting obligations.

Enquiry and quotation information may be kept for a limited period to follow up on your request, understand demand for our services, and manage our business planning, after which it will be deleted or anonymised.

Technical data used for website security and performance may be retained for a shorter period, unless required for investigation or legal reasons.

When data is no longer needed, we will securely delete it or irreversibly anonymise it so that it can no longer be linked to you.

Security of your personal data

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 are proportionate to the nature of the data and the risks involved, and may include restricted access, secure storage, and regular review of our security practices.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but generally include:

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of the information we hold about you, along with related information.

Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data.

Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restrict processing: you can ask us to restrict the processing of your personal data in certain situations, for example while we investigate a concern about its accuracy or our use of it.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or where the processing is required for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request a copy of your personal data in a commonly used, machine-readable format, and ask that it be transmitted to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

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.

Children

Our services are intended for adults and are not directed at children. We do not knowingly collect personal data relating to children. If we become aware that we have inadvertently collected such data, we will take steps to delete it where appropriate.

Changes to this Privacy Policy

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