Privacy Policy - Man With Van Longlands

This Privacy Policy explains how Man With Van Longlands collects, uses, stores, shares, and protects personal data when providing removals, delivery, transport, and related services. It applies to all Man With Van Longlands customers in area, including individuals, households, landlords, tenants, and business clients who use our services within the Longlands area and surrounding locations where we operate. We are committed to handling personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We aim to be transparent about what data we collect, why we collect it, how long we keep it, who processes it on our behalf, and the rights you have over your information. This policy should be read together with any service terms or booking information you receive from us.

1. Information We Collect

We collect only the personal data needed to arrange, deliver, and manage our services safely and efficiently. Depending on your interactions with us, we may collect the following categories of information:

Identity details such as your name, title, and, where relevant, company name.
Contact details including phone number, email address, billing address, moving address, and delivery address.
Service information such as booking dates, property access details, inventory notes, item descriptions, packing requirements, and special handling instructions.
Payment information such as transaction status, invoice history, and partial payment details needed for recordkeeping. We do not store full payment card details if these are handled by a secure payment provider.
Communication records including emails, messages, call notes, complaints, and service updates.
Technical information where relevant, such as basic website usage data, device information, or log data if you interact with our digital systems.
Support and claim information relating to damaged, missing, or delayed items, including photographs, statements, and supporting documents.

We do not deliberately collect special category data unless it is strictly necessary and you choose to provide it, for example if it is relevant to access requirements or a complaint. Where such data is provided, we process it only when lawful and appropriate safeguards are in place.

2. How We Use Your Data

We use your personal data for legitimate business and service purposes, including to:

manage enquiries and provide quotations;
confirm and deliver bookings;
plan routes, vehicle use, staffing, and logistics;
communicate about service updates, delays, or changes;
issue invoices and process payments;
respond to complaints, claims, or disputes;
maintain business records and comply with legal obligations;
improve service quality, training, and operational performance;
protect against fraud, misuse, and security incidents.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for a compatible reason, and we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. The lawful bases we rely on are as follows:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes handling bookings, quotations, delivery arrangements, payment administration, and service fulfilment.

Legal obligation

We may process and retain data where required to meet legal or regulatory obligations, including tax, accounting, insurance, and recordkeeping duties.

Legitimate interests

We may process personal data for our legitimate business interests, provided your rights and interests do not override them. This includes running and improving our services, preventing fraud, resolving disputes, protecting our staff and property, and maintaining operational records.

Consent

Where consent is needed, for example for certain optional communications or specific uses of information not covered by another lawful basis, we will ask for it clearly. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

Vital interests

In rare circumstances, we may process data where it is necessary to protect someone’s vital interests, such as in an emergency involving health or safety.

4. Data Retention

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

Booking and service records are generally retained for a reasonable period after completion of the service.
Financial and invoice records are retained for the period required by tax and accounting law.
Complaint, claim, and correspondence records may be retained longer where needed to resolve issues or defend legal claims.
General enquiries are kept only as long as necessary to respond and manage follow-up communications.

When data is no longer needed, we securely delete, anonymise, or archive it in line with our retention practices. We review retention regularly to ensure that data is not stored longer than required.

5. Processors and Data Sharing

We may share personal data with trusted third parties, known as processors, who carry out services on our behalf. These processors are only allowed to process your data according to our instructions and must keep it secure and confidential. Examples may include:

Payment processors that handle secure transaction processing;
Accounting and bookkeeping providers that support invoicing and financial administration;
IT and cloud storage providers that host secure business systems;
Communication service providers that help manage emails, calls, or messaging systems;
Insurance providers or claims handlers where necessary to manage incidents or disputes;
Professional advisers such as legal or tax advisers where required.

We may also disclose data to public authorities, regulators, law enforcement, or courts where required by law or where necessary to protect our legal rights. We do not sell personal data.

6. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will only do so where appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to the required standard.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff training, and limited access on a need-to-know basis. Although no system can be guaranteed completely secure, we take data protection seriously and continually 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 be exercised subject to legal conditions and exemptions.

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 information.
Right to erasure – you can ask us to delete your data in certain circumstances.
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 – you can request certain information in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

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

9. Children’s Data

Our services are generally intended for adults arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidental to the provision of a service, such as household relocation information. If we become aware that we have collected data from a child unlawfully, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any significant changes will be made clear through an updated version of this policy. We encourage customers to review it periodically so they remain informed about how their information is handled.

Man With Van Longlands is committed to handling personal data fairly, lawfully, and securely. We respect your privacy and only process information that is necessary to provide a reliable service, comply with the law, and support our legitimate business operations. If you use our services, you acknowledge that this policy applies to your personal data in connection with bookings and service arrangements in the Longlands area.