Privacy Policy - Man And Van Lee

This Privacy Policy explains how Man And Van Lee collects, uses, stores, shares, and protects personal data relating to all customers in our area. It applies to every customer who uses our removal, moving, delivery, and related services.

1. Introduction

Man And Van Lee is committed to respecting your privacy and handling personal data in a lawful, fair, and transparent way. We comply with the UK GDPR and the Data Protection Act 2018, and we take appropriate steps to safeguard the information you provide to us. This policy sets out what information we collect, why we collect it, the legal reasons for using it, how long we keep it, who we share it with, and what rights you have in relation to your data.

This policy applies to all Man And Van Lee customers in area, including individuals and businesses that book or enquire about our services.

2. Data We Collect

We only collect personal data that is necessary for providing our services, managing our business operations, and meeting our legal obligations. The categories of data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number and email address.
Service information such as pickup and delivery addresses, moving dates, property access details, and instructions relating to your move.
Billing and payment information such as invoice records, payment status, and limited payment references.
Communication records including emails, text messages, call notes, and enquiries you send to us.
Booking and contract details including service type, quotations, scheduling information, and records of work completed.
Complaint and feedback information where you contact us about a concern or provide a review.
Technical data such as basic website usage information if you interact with our digital services, though this is limited to what is needed for security and performance purposes.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a specific request, for example, information needed to make reasonable adjustments. In such cases, we will handle it with extra care and only where lawful to do so.

3. How We Use Your Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, deliver, and manage removals, transport, and related services.
To communicate with you about bookings, changes, and service updates.
To issue invoices, process payments, and maintain financial records.
To handle complaints, disputes, and customer service matters.
To improve our services, processes, and customer experience.
To comply with tax, accounting, and other legal obligations.
To protect our business, customers, staff, and property from fraud, misuse, or security issues.

We only use your data where we have a valid reason to do so and where the use is compatible with the original purpose for which the data was collected.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering services, and managing payment and service records.

Legal Obligation

We may process and retain data where required to comply with applicable laws, such as tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process data for our legitimate business interests, provided these are not overridden by your rights and freedoms. This may include improving services, managing customer relationships, preventing fraud, maintaining security, and defending legal claims.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain marketing communications or where special category data is involved and consent is the appropriate lawful basis. You may withdraw consent at any time where processing is based on consent.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as data processors or independent controllers depending on the context.

Processors may include:

Accounting and bookkeeping providers who assist with invoicing, reporting, and financial administration.
Payment service providers who process card or electronic payments.
IT and cloud storage providers who support our systems, document storage, communication tools, and security.
Communication service providers who help us manage email, phone, or messaging services.
Professional advisers such as lawyers, insurers, or consultants where necessary.

We only use processors that provide sufficient guarantees that they will protect your data and act in accordance with GDPR requirements. Where required, we enter into written data processing agreements.

We may also disclose data where necessary to comply with law, to enforce our agreements, to protect our rights, or to respond to lawful requests from public authorities.

We do not sell your personal data.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, and reporting requirements. The retention period depends on the type of information and the purpose of processing.

Customer and booking records are retained for as long as needed to complete services and manage any follow-up issues.
Invoice and payment records are retained for the period required by tax and accounting laws.
Communication records are kept for a reasonable period to manage customer service, disputes, or contractual matters.
Complaint and claim records may be retained longer where necessary to defend or establish legal claims.

When personal data is no longer required, it is securely deleted, anonymised, or archived in line with our retention procedures.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, password protection, and limiting access to data to only those who need it for legitimate business purposes. Although no system can be guaranteed completely secure, we take data protection seriously and regularly review our safeguards.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

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

We may need to verify your identity before responding to a rights request. Some rights are subject to legal limits, and we may not always be able to comply fully if we must retain or use data for legal reasons.

9. Marketing Communications

We will only send marketing messages where we have a lawful basis to do so. You may opt out of such communications at any time if they are sent. We will respect your preferences and ensure that any direct marketing is handled in accordance with applicable law.

10. 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 published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Contact and Complaints

If you have questions about this Privacy Policy or about how your data is handled, you may raise them with us through our usual customer service channels. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been breached.

Summary: Man And Van Lee processes customer data lawfully, uses trusted processors, keeps data only as long as needed, and respects your GDPR rights.