Privacy Policy - Man With Van Leavesgreen

This Privacy Policy explains how Man With Van Leavesgreen collects, uses, stores, shares, and protects personal data when providing our moving and transportation services. It applies to all Man With Van Leavesgreen customers in the area, including individuals who request quotes, book services, receive deliveries, make enquiries, or otherwise interact with us in connection with our work.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. We only collect data that is necessary for the purposes described in this policy, and we take appropriate measures to keep it secure.

1. Information We Collect

We may collect personal information directly from you, from third parties, or automatically when you communicate with us. The type of data we collect depends on the service requested and the way you interact with us.

Information you provide

Identity details such as your name and title.
Contact details including your address, email address, and telephone number.
Service details such as moving date, property access information, inventory descriptions, and delivery instructions.
Payment-related information where needed to arrange billing or confirm transactions.
Communication records including emails, messages, complaints, and feedback.
Special instructions relevant to fragile, bulky, or high-value items.

Information collected automatically

Technical data such as device type, browser type, and basic usage information if you contact us electronically.
Service interaction data such as the time and date of communications and booking activity.

We do not intentionally collect more information than is needed to provide our services, manage our business, and meet our legal obligations.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver removal or van services.
To plan routes, manage logistics, and coordinate collections and deliveries.
To communicate with you about service arrangements, updates, or issues.
To process payments, issue invoices, and maintain business records.
To handle complaints, claims, and customer support requests.
To comply with legal, accounting, insurance, and tax requirements.
To protect our business, staff, customers, and property from fraud or misuse.
To improve the quality, efficiency, and safety of our services.

We will only use your data for the purposes set out in this policy or for compatible purposes permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract – We process your data when it is necessary to enter into or perform a contract with you, such as arranging a move, confirming a booking, or delivering a service.
Legal obligation – We may process data where required to meet legal duties, including tax, accounting, and record-keeping obligations.
Legitimate interests – We may process data for our legitimate business interests, such as responding to enquiries, improving services, managing operations, preventing fraud, and maintaining security, provided your rights do not override those interests.
Consent – In limited circumstances, we may rely on your consent, for example where it is needed for a specific optional activity. You may withdraw consent at any time where this is the basis used.

Where we process special category data or other sensitive information, we will only do so where permitted by law and where an additional legal condition applies. In most cases, we do not seek to collect sensitive data unless it is necessary for a particular service or legal requirement.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our business and delivery of services. These parties act as processors or independent controllers depending on the context.

Examples of processors may include:

Payment providers used to process transactions securely.
Booking and administration tools used to manage customer records and service schedules.
IT and cloud service providers that support email, storage, and system maintenance.
Professional advisers such as accountants, auditors, or legal advisers.
Insurance providers where data is needed to handle claims or assess risk.
Subcontractors or operational partners assisting with delivery or logistics, where needed to fulfil a booking.

Where processors handle data on our behalf, they are required to process it only in line with our instructions, protect it appropriately, and comply with applicable data protection laws. We do not sell your personal data.

We may also disclose personal data if required by law, regulation, court order, or to protect our rights, the safety of others, or the integrity of our operations.

5. International Transfers

In some cases, service providers may store or process data outside the UK. Where this happens, we will ensure appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms, to protect your data to an adequate standard.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, tax, insurance, and operational requirements. Retention periods vary depending on the type of record and the reason it is held.

Quotation and enquiry records may be retained for a reasonable period to manage follow-up questions, service planning, and business analysis.
Customer booking and service records are retained for the duration of the service relationship and for a period after completion to deal with queries, disputes, or claims.
Financial and accounting records are retained for the period required by law.
Complaint or incident records may be kept longer where necessary to resolve legal, insurance, or safety matters.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting the use of personal data to authorised purposes only.

While no system can be guaranteed completely secure, we work to maintain safeguards that are appropriate to the nature and sensitivity of the data we process.

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 legal basis for processing and the circumstances of the request.

Right of access – You may request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – You may ask us to correct inaccurate or incomplete personal data.
Right to erasure – In certain cases, you may ask us to delete your data.
Right to restriction – You may request that we limit how we use your data in specific situations.
Right to object – You may object to processing based on legitimate interests or to direct marketing where applicable.
Right to data portability – In some cases, you may request that we provide your data in a structured, commonly used format.
Right to withdraw consent – Where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request in line with applicable law and respond within the required timeframe. We may need to verify your identity before acting on the request.

9. Complaints and Supervisory Authority

If you are concerned about how your data has been handled, you have the right to raise a complaint with the relevant data protection authority. We encourage you to first raise concerns with us so that we can try to resolve the matter promptly and fairly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

11. Scope of This Policy

This Privacy Policy applies to all Man With Van Leavesgreen customers in the area and to anyone whose personal data we process in connection with our moving, transport, storage-related coordination, and customer service activities. By using our services or engaging with us, you acknowledge that your data may be handled as described in this policy.

Last updated: 2026