Privacy Policy - Man And Van Lissongrove

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

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 policy is intended to explain your rights and how we meet our obligations. By using our services, you acknowledge that we may process personal data as described below.

1. Who We Are

Man And Van Lissongrove provides local moving, transport, and related logistics services. In this policy, references to we, us, and our mean the service provider responsible for deciding how and why your personal data is processed. We act as a data controller for the personal data we collect in connection with our services.

2. Personal Data We Collect

We only collect personal data that is necessary for the delivery, administration, and improvement of our services. The type of data collected may include:

Identity data such as your name and, where relevant, the names of people authorised to act on your behalf.
Contact data such as address details, email addresses, and telephone numbers.
Service data such as booking details, moving requirements, property access information, item lists, service preferences, and scheduling information.
Payment data such as payment status, invoice information, and transaction records. We do not retain full payment card details where these are processed by secure third-party payment providers.
Communication data such as messages, complaints, enquiries, feedback, and records of correspondence.
Technical data where applicable, such as basic device or browser information collected through service platforms or electronic systems used for administration.
Special instructions that may indirectly reveal sensitive circumstances, for example access needs or timing restrictions, only where necessary to provide the service.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for us to meet a specific request. Where such information is provided, we handle it with additional care and only when a lawful basis applies.

3. How We Collect Your Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us, or provide information during the course of a job. In some cases, data may be supplied by another person acting on your behalf, such as a family member, tenant, landlord, business representative, or payment administrator. We may also receive limited information from third-party service providers involved in processing payments, scheduling, or operational support.

4. Why We Use Personal Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and manage service arrangements.
To carry out moving, transport, and related logistical services.
To communicate about appointment times, access needs, delays, changes, or service updates.
To issue invoices, process payments, and maintain financial records.
To handle customer support, complaints, and follow-up queries.
To maintain internal business records, improve service quality, and manage operational planning.
To comply with legal, accounting, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

5. Lawful Basis for Processing

We only process personal data where we have a lawful basis under the UK GDPR. Depending on the situation, our lawful bases may include:

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes using your details to prepare a quote, arrange a booking, and deliver the services requested.

Legal Obligation

Processing is necessary to comply with legal obligations, such as tax, accounting, record-keeping, insurance, or other regulatory requirements.

Legitimate Interests

Processing is necessary for our legitimate interests in running and improving our business, managing operations, protecting against fraud, resolving disputes, and maintaining service records, provided your interests and fundamental rights do not override those interests.

Consent

Where required by law, we may rely on consent. If consent is used, you can withdraw it at any time, although this will not affect processing already carried out before withdrawal.

6. Sharing and Processors

We may share personal data with trusted third parties who assist us in delivering our services. These organisations act as processors or independent controllers depending on the service they provide. Processors may include:

Payment service providers that securely process transactions.
Accounting and bookkeeping providers that support financial administration.
IT, cloud storage, and communications providers that host or support our systems.
Scheduling, invoicing, or business management service providers.
Insurance, legal, or professional advisers where necessary.

Where we use processors, we require them to process personal data only on our instructions, to keep it secure, and to use appropriate technical and organisational measures. We may also share personal data where required by law, court order, or a lawful request from a public authority.

We do not sell personal data. Any sharing is limited to what is necessary and proportionate for the relevant purpose.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods may vary depending on the nature of the service and the type of record involved.

In general:

Customer booking and service records are retained for a period appropriate to operational, contractual, and legal needs.
Financial and invoice records are kept for the period required by tax and accounting law.
Correspondence and complaint records are kept for as long as needed to respond to issues and maintain evidence of resolution.
Information no longer required is securely deleted or anonymised.

We review our retention practices regularly to ensure that data is not held longer than necessary.

8. Data Security

We take reasonable and appropriate steps to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and the use of reputable service providers. While no system can be guaranteed completely secure, we work to keep personal data protected in line with current standards.

9. International Transfers

If any of our processors or service platforms store or access data outside the United Kingdom, we will only do so where appropriate safeguards are in place to protect your personal data in accordance with applicable law.

10. Your Rights

Under data protection law, you have certain rights in relation to your personal data. Subject to legal limits, these may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to request correction of inaccurate or incomplete data.
The right to erasure to request deletion of your data in certain circumstances.
The right to restrict processing to ask us to limit how we use your data in certain situations.
The right to data portability to receive certain data in a structured, commonly used format where applicable.
The right to object to processing based on legitimate interests, including direct objection where permitted by law.
Rights related to automated decision-making, where applicable, although we do not ordinarily rely on solely automated decisions that produce legal or similarly significant effects.

If you wish to exercise any of these rights, please provide enough information to help us identify the relevant records. We may need to verify your identity before responding. We will respond within the time limits required by law.

11. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, you may raise the issue with us first so we can try to resolve it. You also have the right to complain to the relevant data protection supervisory authority if you believe your rights have been infringed.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Man And Van Lissongrove is committed to processing personal data responsibly, securely, and only for legitimate purposes connected to our services. We collect only the information we need, use it on a valid lawful basis, retain it for appropriate periods, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all personal data with care, transparency, and accountability.