Privacy Policy - Man With Van Brent

This Privacy Policy explains how Man With Van Brent collects, uses, stores, shares, and protects personal data when providing moving, transport, and van-related services. It applies to all Man With Van Brent customers in the area, including individuals, households, and businesses that request or use our services. We are committed to handling personal data in a lawful, fair, and transparent manner, and to respecting the rights of every customer under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information necessary to arrange and deliver our services, manage our relationship with customers, and meet legal and operational obligations. The data we may collect includes:

Identity details such as your name and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Service details such as moving date, pickup and delivery locations, property access information, item descriptions, and special handling requirements.
Payment and billing information needed to process transactions and maintain records.
Communication records including enquiries, booking notes, service confirmations, complaints, and feedback.
Operational data such as parking instructions, route notes, and access preferences that help us complete a move safely and efficiently.
Technical information if you interact with our digital systems, including basic device or usage information used for security and performance purposes.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such information is shared with us, we will only process it where a lawful basis exists and appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange bookings and deliver moving or van services.
To communicate about service updates, changes, and confirmations.
To manage payments, invoicing, and account records.
To handle complaints, queries, and customer support.
To improve service quality, planning, and operational efficiency.
To maintain business security, fraud prevention, and internal record-keeping.
To comply with legal, tax, insurance, and regulatory obligations.

We will only use your personal data for the purposes stated in this Policy or for purposes that are compatible with them.

3. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out moves, and completing payment-related tasks.

Legal Obligation

We may process data where we are required to do so by law, such as for tax compliance, accounting, insurance, or record-keeping requirements.

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 improvement, operational planning, fraud prevention, and communication with customers.

Consent

In limited cases, we may rely on your consent, for example where it is needed for certain optional communications or particular uses of information. Where we rely on consent, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as data processors or independent controllers depending on the service they provide. We only share the information necessary for the relevant purpose and require appropriate safeguards.

Examples of processors and recipients may include:

Payment service providers that handle transactions securely.
IT and hosting providers that store or maintain business systems and data.
Accounting or bookkeeping providers that assist with financial records and compliance.
Communication service providers that help us send service-related messages.
Insurance providers or claim handlers where needed for risk management or claims.
Professional advisers such as legal or tax advisers when necessary for compliance or dispute resolution.

We require processors to keep personal data confidential, secure, and used only according to our instructions and applicable law. We do not sell your personal data.

5. International Transfers

Where personal data is transferred outside the UK, we will take steps to ensure an adequate level of protection. This may include using approved contractual clauses or relying on an adequacy decision where available. We will only transfer data where lawful and necessary for our operations.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and insurance requirements. Retention periods may vary depending on the type of record and the applicable legal obligation. In general:

Customer enquiry records may be kept for a reasonable period to manage follow-up and service continuity.
Booking and service records may be retained for contract performance, dispute resolution, and business administration.
Financial records may be retained for the period required by tax and accounting laws.
Complaint, claim, or incident records may be retained for as long as needed to resolve the matter and protect our legal interests.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our processes. While no system can be guaranteed completely secure, we work to maintain a high standard of protection appropriate to the nature of the information 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 circumstances and the lawful basis we rely on. They include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of data in certain situations.
Right to restriction – to ask us to limit the way we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to request transfer of certain data in a structured, commonly used format where legally required.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

Please note that some rights may be limited by law, such as where we must retain data to comply with legal obligations or defend legal claims.

9. How to Exercise Your Rights

If you wish to exercise any of your rights, you should make a clear request stating what you would like us to do. We may need to verify your identity before responding. We will aim to respond within the timeframes required by law. If your request is complex or numerous, we may extend the response period where permitted by GDPR.

10. Complaints

If you are concerned about how your personal data has been handled, you may raise the matter with us first so that we can review and resolve it. You also have the right to lodge a complaint with the UK supervisory authority if you believe your data protection rights have been breached. We encourage customers to contact us promptly so that issues can be addressed quickly and fairly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is issued. We recommend reviewing this Policy periodically to stay informed about how your personal data is protected.

12. Summary of Our Commitment

Man With Van Brent respects your privacy and is committed to protecting personal data in a lawful and responsible way. We collect only the information needed to provide our services, use it for clear and legitimate purposes, keep it securely, and retain it only for as long as necessary. We also ensure that our processors meet appropriate data protection standards and that your rights are respected throughout the relationship.

Effective for all Man With Van Brent customers in the area.