Privacy Policy - Man And Van Lissongrove

This Privacy Policy explains how Man And Van Lissongrove collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Lissongrove customers in the area, including individuals who request quotes, book services, receive removals or delivery services, or otherwise interact with us in connection with our work.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out what data we process, why we process it, how long we keep it, who may process it on our behalf, and the rights you have in relation to your data.

1. Personal Data We Collect

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

Identity data: name, title, and any relevant identification information provided for booking or verification purposes.
Contact data: address, email address, telephone number, and other communication details.
Service data: details of the moving, delivery, clearance, or transport services requested or completed, including dates, locations, access information, and service preferences.
Billing and payment data: payment status, invoice details, transaction references, and related financial records.
Communication data: messages, notes, and correspondence relating to enquiries, quotations, complaints, feedback, or service updates.
Technical data: limited information such as device, browser, or usage data if collected through digital forms or online interactions.
Special category data: in normal circumstances, we do not seek to collect special category personal data. If such data is voluntarily provided and is necessary for a service request, it will be handled with additional care and only where a lawful condition applies.

We collect personal data directly from you when you make an enquiry, request a quotation, confirm a booking, communicate with us, or complete payment-related processes. We may also receive data from third parties where needed to deliver services or manage bookings, such as property managers, landlords, agents, or business customers acting on your behalf.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage service bookings;
to carry out moving, transport, and related services;
to plan routes, allocate vehicles, and coordinate staff and subcontractors;
to issue invoices, process payments, and maintain financial records;
to communicate with customers about appointments, changes, or service requirements;
to handle customer support, feedback, and complaints;
to maintain internal records and improve service quality;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or unlawful activity;
to establish, exercise, or defend legal claims where necessary.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that purpose is lawful.

3. Lawful Basis for Processing

We process personal data only where a lawful basis under the UK GDPR applies. Depending on the context, we may rely on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, delivering services, and managing related communications.

Legal Obligation

We process certain data where required to meet our legal obligations, such as tax, accounting, record-keeping, insurance, or compliance obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, business record management, customer support, and fraud prevention.

Consent

In limited situations, we may rely on your consent, for example where you choose to provide optional information or agree to specific communications. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process data to protect someone’s vital interests, such as in an emergency.

4. Retention of Personal Data

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

Quotation and booking records: retained for a reasonable period to manage service history, follow-up, and business administration.
Invoice and payment records: retained for the period required by tax and accounting law.
Customer correspondence: retained as long as necessary to resolve enquiries, complaints, or disputes.
Legal and compliance records: retained where needed to meet statutory or regulatory requirements.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal data indefinitely.

5. Processors and Data Sharing

We may share personal data with trusted third parties that process data on our behalf or independently for legitimate business purposes. These may include:

IT and hosting providers: to support secure storage, communications, and business systems;
accounting and bookkeeping providers: to manage invoices, records, and tax-related matters;
payment service providers: to process transactions and verify payments;
subcontractors and operational partners: where necessary to deliver booked services;
professional advisers: including legal, insurance, or tax advisers;
public authorities: where required by law or lawful request.

Where a third party acts as a processor, it will only process personal data on our instructions and must implement appropriate security measures. We require processors to handle data confidentially and in compliance with data protection law. Where a third party acts as an independent controller, it will be responsible for its own privacy practices.

We do not sell personal data. If data is transferred outside the UK or European Economic Area, we will ensure appropriate safeguards are in place to protect it.

6. Security of Personal Data

We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers.

Although no system can be guaranteed to be completely secure, we work to reduce risk and to respond promptly if a data incident occurs.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: to request confirmation of whether we process your data and obtain a copy of it.
Right to rectification: to ask us to correct inaccurate or incomplete information.
Right to erasure: to ask us to delete your data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in some situations.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limitations. We may need to verify your identity before responding to a request. We will respond within the time limits required by law.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data has been mishandled.

8. Children’s Data

Our services are intended for adults and business customers arranging transport or moving services. We do not intentionally collect data from children, and we do not knowingly use children’s personal data except where it is necessary and lawfully provided by a parent, guardian, or responsible adult in connection with a service arrangement.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise made available.

We encourage customers to review this Privacy Policy periodically so they remain informed about how their data is handled. By continuing to use our services after updates take effect, you acknowledge the revised policy.

10. Summary of Key Points

We collect only the personal data needed to provide and manage our services.
We process data using lawful bases such as contract, legal obligation, consent, and legitimate interests.
We retain data only for as long as necessary and do not store it indefinitely.
We may share data with processors and other third parties where necessary and lawful.
You have clear rights over your personal data, including access, correction, deletion, and objection.

This Privacy Policy applies to all Man And Van Lissongrove customers in area and is intended to provide a clear explanation of how personal data is handled in the course of our services. Protecting your privacy is an important part of how we operate.