Privacy Policy - Man With A Van Brockley

This Privacy Policy explains how Man With A Van Brockley collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With A Van Brockley customers in the Brockley area and surrounding local service area, including individuals who request quotations, make bookings, receive services, or communicate with us in connection with a move or transport job.

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. This policy is intended to help customers understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Data We Collect

We collect only the personal data necessary to provide and manage our services, respond to enquiries, and meet legal or contractual obligations. The information we may collect includes:

• Identity details: name, title, and any business or organisation name you provide.
• Contact details: phone number, email address, and service address or collection/delivery address.
• Booking and service information: move date, item details, property access information, special handling requirements, and any instructions relevant to the job.
• Payment and billing details: transaction records, invoice information, and payment status. We do not store more payment card information than is necessary for processing or record-keeping where applicable.
• Communication records: messages, call notes, complaints, feedback, and correspondence relating to your booking or service.
• Technical and usage data: limited information such as device type, browser data, and service interaction data if you contact us through online forms or digital systems.
• Special instructions: any accessibility, safety, or access-related details you voluntarily share to help us complete the service safely and efficiently.

We do not intentionally collect more data than is required for the relevant purpose. We also avoid collecting sensitive personal data unless it is strictly necessary, provided by you voluntarily, or required for legal or operational reasons.

2. How We Use Your Data

We use personal data for the following purposes:

• to provide quotations and confirm bookings;
• to arrange, manage, and complete removals, deliveries, and related services;
• to communicate with you about your service, schedule, or invoice;
• to maintain records of jobs completed and payments received;
• to manage complaints, disputes, refunds, and service issues;
• to comply with legal, tax, accounting, and insurance obligations;
• to improve our services, customer experience, and internal processes;
• to protect our business, staff, customers, and property from fraud, misuse, or security risks.

We use your data only where there is a lawful basis to do so and only for the purposes described in this policy or a directly related purpose.

3. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis for each use of personal data. Man With A Van Brockley relies on the following lawful bases:

Contract

Processing is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, delivering services, handling payments, and communicating about the service.

Legal Obligation

We may process personal data where necessary to meet legal obligations, such as tax record-keeping, accounting, insurance requirements, fraud prevention, or compliance with lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving operations, maintaining service records, and protecting our business from misuse.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information that is not required for the service. Where consent is used, you can withdraw it at any time.

4. Retention of Personal Data

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 information and the nature of the service provided.

• Booking and service records: retained for a reasonable period after completion of the job to manage queries, claims, and business records.
• Invoice and payment records: retained for the period required by tax and accounting laws.
• Correspondence and complaints: retained for as long as needed to resolve the issue and for a limited period thereafter for audit and service-quality purposes.
• Marketing or consent-based data: retained only until you withdraw consent or request deletion, where applicable.

When data is no longer required, we will securely delete, anonymise, or archive it as appropriate. We regularly review stored information to ensure it is not kept longer than necessary.

5. Processors and Sharing of Data

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to keep it secure and confidential. Examples may include:

• Accounting and bookkeeping providers for financial record management and compliance;
• Payment processing providers to handle transactions securely;
• IT and cloud service providers for data storage, email, and business administration;
• Customer management or scheduling tools used to organise bookings and communication;
• Professional advisers such as insurers, legal advisers, or auditors where necessary;
• Delivery or support partners where subcontracting or operational assistance is required to complete a service.

We may also disclose personal data where required by law, court order, regulatory authority, or to establish, exercise, or defend legal claims. We do not sell your personal data.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, and limiting access to those who need the information for business purposes.

While we take reasonable steps to safeguard your data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we work to reduce risks as far as reasonably possible.

7. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may 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 data;
• Right to erasure: to request deletion of data in certain circumstances;
• Right to restriction: to ask us to limit how we use your data in certain cases;
• Right to object: to object to processing based on legitimate interests or direct marketing where applicable;
• Right to data portability: to receive certain data in a structured, commonly used format where applicable;
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you exercise a right, we may need to verify your identity before responding. Some rights may not apply in every situation, particularly where we must keep data for legal, contractual, or legitimate business reasons.

8. Children’s Data

Our services are directed to adults arranging moving or delivery services. We do not knowingly collect children’s personal data except where it is inadvertently included in service-related information or where required for a lawful purpose. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it promptly.

9. International Transfers

Where any processor or service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations or approved contractual protections.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply to all current and future customers in the Brockley area. We encourage you to review it periodically so you remain informed about how your personal data is used.

11. Summary of Our Commitment

Man With A Van Brockley is committed to handling personal data responsibly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and work with processors that support our services under appropriate protections. You remain in control of your personal data and may exercise your rights at any time, subject to applicable legal limits.