Privacy Policy - Man With Van Lamorbey

This Privacy Policy explains how Man With Van Lamorbey collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Lamorbey customers in the area, including individuals who request quotes, book services, make enquiries, or otherwise interact with us in connection with moving, transport, and related services. 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.

1. Who We Are

Man With Van Lamorbey provides removal and transportation services for residential and business customers. In the course of delivering our services, we may need to collect and process personal data about customers, potential customers, suppliers, and other individuals involved in a move or delivery. This policy describes how that information is handled.

2. Personal Data We Collect

We collect only the information that is necessary for our legitimate business operations and service delivery. Depending on your interaction with us, the personal data we may process can include:

Identity data such as your name and title.
Contact details such as your address, telephone number, and email address.
Service information such as pickup and delivery addresses, moving dates, property access details, inventory lists, and instructions for handling items.
Payment and billing information such as payment status, invoicing details, and transaction records, where applicable.
Communication records including emails, messages, call notes, and any feedback or complaints you provide.
Technical data such as limited website or device information if you contact us online, including IP address, browser type, and basic usage data, where relevant.
Special category data only where you voluntarily provide it and only when necessary, for example if you share access or health-related information to support a safe move. We do not seek this type of data unless it is required for the service and permitted by law.

We aim to keep data collection minimal and relevant. We do not collect more information than is needed for the purposes described in this policy.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or message;
provide instructions relating to a move, delivery, or access arrangements;
submit feedback, questions, or complaints;
make a payment or request an invoice.

We may also receive information from third parties where necessary to provide our services, such as landlords, estate agents, property managers, business representatives, or a person authorised to act on your behalf.

4. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan and complete removal and transport services;
to communicate with customers about appointments, service changes, or delays;
to invoice, process payments, and keep financial records;
to handle customer service enquiries, complaints, or claims;
to maintain records for administrative, legal, and insurance purposes;
to comply with legal obligations;
to protect our business, staff, and customers from fraud, misuse, or security risks.

We may also use information in an aggregated or anonymised form for internal analysis, provided it no longer identifies you.

5. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moving services, and managing payment arrangements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, record keeping, improving our operations, responding to customer queries, and preventing fraud or abuse. We always consider whether our interests are proportionate and whether your privacy rights are affected.

Legal Obligation

We may process and retain certain data to comply with legal requirements, including tax, accounting, and record-keeping obligations, or to respond to lawful requests from public authorities.

Consent

In limited cases, we may rely on your consent, especially where we process optional information or communicate with you for a purpose that requires permission. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing Personal Data and Processors

We do not sell your personal data. However, we may share information with trusted third parties and service providers, known as processors, who help us operate our business. These may include:

accounting and invoicing providers;
payment processing services;
IT, email, and data storage providers;
administrative or customer management platforms;
insurance providers and claims handlers;
professional advisers such as accountants or legal advisers;
subcontractors or logistics partners where required to deliver a service.

All processors are required to handle personal data securely, use it only for the services they provide to us, and comply with applicable data protection obligations. Where we disclose information to another controller, such as an insurer or public authority, that party will be responsible for its own data handling practices.

7. International Transfers

If a processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms to protect your information.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the context in which it was collected. For example:

booking and service records may be retained for a reasonable period after completion of the service;
invoice and payment records may be retained for the period required by tax and accounting law;
complaints or claims information may be retained for longer where needed to establish, exercise, or defend legal rights.

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

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to data on a need-to-know basis. While we work hard to protect your information, no system can be guaranteed to be completely secure.

10. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to conditions or exemptions, but we will always review and respond to your request appropriately. Your rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain 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.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you exercise one of these rights, we may need to verify your identity before responding. We will do our best to respond within the time limits set by law.

11. Children’s Data

Our services are directed at adults. We do not knowingly collect personal data from children except where it is incidentally provided in the course of service delivery, for example as part of household moving arrangements. In such cases, we only process the information necessary for the service and in accordance with this policy.

12. 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. The latest version will apply from the date it is published or otherwise communicated. We encourage you to review it periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Man With Van Lamorbey is committed to handling personal data responsibly, securely, and lawfully. We collect only the information needed to provide our services, use it for clear and legitimate purposes, share it only with trusted processors or where required by law, and keep it only for as long as necessary. We respect your rights and aim to be transparent in all our data processing activities.

This Privacy Policy applies to all Man With Van Lamorbey customers in the area.