Privacy Policy - Man With Van Lissongrove

This Privacy Policy explains how Man With Van Lissongrove collects, uses, stores, shares, and protects personal data when providing moving, transport, packing, loading, and related services. It applies to all Man With Van Lissongrove customers in the area, including individuals who request a quotation, make a booking, communicate with us, or receive services from us. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Lissongrove acts as the data controller in relation to the personal data we collect and use for our services. This means we decide why and how your personal data is processed. We take data protection seriously and aim to use only the information needed to deliver our services properly, manage our business operations, and comply with legal obligations.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and, where relevant, business name.
Contact data: address, email address, telephone number, and collection/delivery addresses.
Booking and service data: service requirements, moving dates, property access details, inventory details, and special handling instructions.
Payment data: billing details, transaction references, and payment status. We do not store full card details unless clearly stated and technically necessary through secure systems.
Communication data: messages, emails, call notes, complaint records, and any information you provide when contacting us.
Technical data: limited device and usage information if you interact with digital systems used for administration, security, or service management.
Special category data: we do not intentionally collect special category data. If you choose to share information that may reveal sensitive circumstances, we will only process it where necessary and lawful.

We may also receive data from third parties such as estate agents, landlords, business clients, payment providers, or referral partners, where this is needed to arrange or perform the service.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and respond to service enquiries;
to manage bookings, schedules, and route planning;
to carry out moving, loading, unloading, delivery, and related services;
to communicate about your booking, updates, delays, or service issues;
to issue invoices, process payments, and maintain financial records;
to handle customer support, complaints, and dispute resolution;
to improve our services, operations, training, and quality control;
to protect our business, staff, customers, and property;
to meet legal, accounting, tax, and regulatory requirements.

We only use personal data for the purposes for which it was collected unless we reasonably determine that we need to use it for another compatible purpose permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we rely on one or more lawful bases to process personal data. These may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, completing moves, and issuing invoices.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing operations, preventing fraud, improving services, and maintaining internal records.

Legal Obligation

We may process personal data where necessary to comply with legal requirements, such as accounting, tax, insurance, record-keeping, or responding to lawful requests from authorities.

Consent

Where required, we will ask for your consent before processing certain information or sending marketing communications. You may withdraw consent at any time, where processing is based on consent.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to provide our services or run our business. These third parties may act as processors on our behalf and are only permitted to process data according to our instructions and applicable law.

Examples of processors and service providers may include:

IT and cloud storage providers;
booking, invoicing, and administrative software providers;
payment processing services;
email, communications, and customer support tools;
professional advisers such as accountants or legal advisers;
subcontracted drivers or operational partners, where needed to complete a service;
insurance providers and claims handlers.

We may also share data where necessary with public authorities, regulators, law enforcement, or courts, but only when required by law or necessary to protect our rights, customers, or the public.

We do not sell your personal data. Where a processor is used, we take steps to ensure appropriate data protection safeguards are in place.

6. Data Retention

We keep personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the nature of the service.

In general:

booking and service records are kept for a period needed to manage customer relations and any disputes;
financial and tax records are retained for the period required by law;
complaint, claim, or incident records may be retained longer where needed to defend or establish legal claims;
unused enquiry data may be deleted or anonymised after a reasonable period.

When data is no longer required, we will securely delete, anonymise, or destroy it.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited sharing on a need-to-know basis.

Although no system can be guaranteed completely secure, we work to maintain an appropriate level of protection based on the sensitivity of the data and the risks involved.

8. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer complies with applicable data protection law. Such safeguards may include recognised transfer mechanisms and contractual protections.

9. Your Rights

Under data protection law, you have the following rights in relation to your personal data, subject to legal limits and exemptions:

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 personal data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

To exercise your rights, you may make a request through the appropriate channels used in our service communications. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

10. Cookies and Similar Technologies

If we use websites, booking tools, or digital forms, we may use cookies or similar technologies for essential functionality, security, performance, and usage analysis. Where consent is required, we will request it in accordance with applicable rules. You can manage cookie settings through your browser or device controls.

11. Children’s Data

Our services are directed to adults and business customers arranging moving or transport services. We do not knowingly collect children’s personal data except where it is incidentally included in communications or service arrangements and only to the extent necessary for the service or legal compliance.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updated version will apply from the date it takes effect. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

13. Summary of Our Commitment

Man With Van Lissongrove respects your privacy and uses personal data only where there is a lawful reason to do so. We keep data secure, retain it only as long as needed, and share it responsibly with trusted processors when necessary to deliver our services. We also recognise your rights and will handle requests in line with data protection law.

Last updated: This policy is maintained to support privacy compliance for all Man With Van Lissongrove customers in the area.