Privacy Policy - Man With Van Leabridge

Effective Date: This Privacy Policy applies to all Man With Van Leabridge customers in the area.

Man With Van Leabridge is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Leabridge provides moving, delivery, transport, and related logistical services for customers in the Leabridge area and surrounding locations. For the purposes of data protection law, Man With Van Leabridge is the data controller responsible for deciding how and why your personal data is processed.

We take our obligations seriously and aim to ensure that all processing of personal data is carried out in accordance with applicable data protection laws.

2. Personal Data We Collect

We only collect personal data that is necessary for the delivery of our services, managing customer relationships, meeting legal obligations, and improving our operations. The categories of data we may collect include:

Identity data: name, title, and any other details used to identify you.
Contact data: address, email address, phone number, and alternative contact details.
Service information: move date, addresses, access details, property information, inventory lists, and service preferences.
Payment data: billing information, transaction records, and payment confirmation details. We do not usually store full card details where payment services are processed securely by third parties.
Communication data: records of emails, messages, calls, quotations, complaints, and customer support interactions.
Technical data: IP address, device information, and website usage data where applicable.
Special category data: we do not normally seek to collect sensitive personal data. If such data is provided by you incidentally, we will only process it where necessary and lawful.

We may also receive personal data from third parties where required to provide the service, for example from property managers, estate agents, or payment processors, but only where it is lawful and relevant to the service requested.

3. How We Use Your Data

We use personal data only for specific, legitimate purposes. These include:

providing quotations and service estimates;
planning, arranging, and completing moving or transport services;
communicating with you about bookings, timings, and service requirements;
issuing invoices, processing payments, and maintaining financial records;
responding to enquiries, complaints, and service requests;
managing insurance claims, disputes, and loss-prevention activities;
maintaining business records and meeting legal, tax, and accounting duties;
improving our services, operations, and customer experience;
protecting against fraud, misuse, or security incidents;
complying with court orders, statutory obligations, or lawful requests from authorities.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of your personal data. Depending on the context, we rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as preparing a quotation, organising a move, delivering services, issuing invoices, or responding to service-related requests.

Legal Obligation

We may process data where needed to comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. Examples include fraud prevention, service improvement, internal administration, and maintaining business records. We always assess whether our interests are balanced against your privacy rights.

Consent

In limited circumstances, we may rely on your consent, for example where you agree to receive certain marketing communications or where consent is needed for the processing of particular data. You may withdraw consent at any time.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as where emergency assistance is required during a service.

5. Sharing Your Personal Data

We only share personal data where it is necessary and lawful. We may disclose data to the following categories of recipients:

Service processors and suppliers: companies that help us deliver services, such as booking systems, payment providers, IT support, cloud storage providers, and administrative service providers.
Professional advisers: accountants, insurers, legal advisers, and auditors where needed for legitimate business purposes.
Public authorities: tax authorities, law enforcement, courts, regulators, and other official bodies where required by law.
Third parties involved in the service: where relevant, property managers, landlords, estate agents, or building management teams may receive limited information necessary to complete a move or delivery.

All processors and third parties are required to handle personal data securely and only in accordance with our instructions or their own lawful obligations. We do not sell your personal data.

6. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the purpose for which it is used.

Customer and service records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Communications and complaint records: retained for operational, legal, or evidential purposes as needed.
Security and technical records: retained for a limited period unless needed longer for investigation or compliance.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

7. International Transfers

If any of our service providers store or process personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms designed to protect your information.

8. Data Security

We use 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 regular review of our procedures.

While we take reasonable steps to safeguard your information, no system can be guaranteed to be completely secure. We therefore encourage you to share only the information necessary for your booking and service arrangements.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal restrictions and exceptions, these rights include:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: in certain circumstances, you may request deletion of your data.
Right to restriction: you may ask us to limit processing in specific situations.
Right to data portability: where applicable, you may request your data in a structured, commonly used format.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

10. Marketing Communications

We may send you service-related communications necessary to perform our services. Where permitted and appropriate, we may also send marketing communications about relevant services. You can opt out of marketing at any time. Service messages are not marketing and may still be sent when needed to manage your booking or account.

11. Children’s Data

Our services are directed to adults. We do not knowingly collect personal data from children except where it is necessary in connection with a service and provided by an adult customer. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

12. 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 changes will take effect when published in the revised version. We encourage customers to review this policy periodically to remain informed about how we protect personal data.

13. Summary of Key Points

We collect only the personal data needed to provide moving and related services.
We process data under lawful bases such as contract, legal obligation, legitimate interests, and consent where applicable.
We share data only with trusted processors, advisers, or authorities when necessary.
We retain data only as long as needed for service, legal, or operational purposes.
We respect your rights to access, correct, delete, restrict, object, and withdraw consent where applicable.

By using Man With Van Leabridge services, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.