Privacy Policy - Man And Van Lee

Last updated: This Privacy Policy explains how Man And Van Lee collects, uses, stores, shares, and protects personal data relating to customers and prospective customers. It applies to all Man And Van Lee customers in the area and to anyone who uses our services, requests a quote, makes an enquiry, or otherwise interacts with us.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy should be read carefully so you understand how your information is used.

1. Who We Are

Man And Van Lee provides man and van, removal, and related transport services. In the course of providing these services, we may act as a data controller for the personal data we collect and use about our customers, potential customers, suppliers, and other individuals who contact us.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. Depending on how you interact with us, we may collect the following categories of information:

Identity data such as your name or business name.
Contact data such as address, telephone number, and email address.
Service information such as collection and delivery addresses, job details, access instructions, item descriptions, and preferred moving dates.
Payment data such as payment status, billing records, and limited transaction information.
Communication data including messages, enquiries, complaint records, and service-related correspondence.
Technical data such as IP address, browser type, device information, and basic usage information when you interact with our online content or booking systems.
Verification and safeguarding data where required to confirm identity, prevent fraud, or protect our legal rights.

We do not seek to collect special category data unless it is strictly necessary and lawful to do so. If such information is provided to us incidentally, we will handle it with appropriate care and only where permitted by law.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and arrange moving or transport services.
To communicate with you about bookings, scheduling, access, and service updates.
To process payments, manage invoices, and maintain accounting records.
To respond to enquiries, complaints, or requests for support.
To maintain records of completed work and service history.
To meet legal, tax, insurance, and regulatory obligations.
To protect against fraud, misuse, or unlawful activity.
To improve our services, operations, and customer experience.

We only use personal data for purposes that are compatible with the reason it was collected.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process your personal data. Depending on the activity, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, completing transport services, processing payments, and handling service-related communications.

Legal Obligation

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

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include managing our business operations, preventing fraud, improving services, and maintaining appropriate internal records. We always consider whether our interests are proportionate before relying on this basis.

Consent

In limited cases, we may rely on your consent, for example where it is required for specific optional communications or uses not covered by another lawful basis. Where consent is used, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reason for processing.

Booking, invoicing, and transaction records are generally retained for the period required by law and for business administration.
Correspondence and enquiry records are retained for a reasonable period to manage customer service and disputes.
Technical and operational data is retained only as long as necessary for security, troubleshooting, and service improvement.

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe and lawful manner.

6. Sharing Your Data and Processors

We do not sell your personal data. We may share it only where necessary and appropriate for the purposes described in this policy. In doing so, we may use third-party service providers acting as processors on our behalf.

Examples of processors or service providers may include:

Payment processors to handle card or online payments securely.
Accounting and bookkeeping providers to manage financial records and compliance.
IT and cloud service providers to store data, maintain systems, and support communications.
Booking or scheduling tools used to organise jobs and appointments.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

Where we use processors, we require them to act only on our instructions and to protect personal data using appropriate technical and organisational measures. We may also disclose data where required by law, court order, or to protect our rights, property, staff, or customers.

7. Data Security

We take reasonable and appropriate steps to keep personal data secure. These measures may include access controls, secure storage, password protection, restricted permissions, and staff awareness practices. No method of transmission or storage is completely secure, but we work to reduce the risk of unauthorised access, disclosure, alteration, or loss.

8. International Transfers

If any service provider processes data outside the United Kingdom or European Economic Area, we will ensure suitable safeguards are in place so your data remains protected to a standard consistent with applicable data protection law.

9. Your Rights

You have a number of rights under data protection law, subject to certain conditions and exemptions. These 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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve the matter promptly.

10. Cookies and Similar Technologies

If we use online tools or digital services, these may use cookies or similar technologies to support basic functionality, security, analytics, or user experience. Where required, we will provide appropriate notice and options relating to these technologies.

11. Third-Party Links

Our service communications or online materials may occasionally reference third-party content or services. We are not responsible for the privacy practices of third parties. You should review their privacy notices before sharing personal data with them.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we process personal data. Any revised version will apply from the date it is published or otherwise communicated.

13. Summary of Our Commitments

In summary, Man And Van Lee processes personal data only where necessary, uses it for clear and lawful purposes, keeps it only as long as needed, and shares it only with trusted processors or where required by law. We are committed to respecting your privacy and protecting your rights.

This Privacy Policy applies to all Man And Van Lee customers in area.