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 relating to customers and prospective customers. It applies to all Man With A Van Brockley customers in the area, including anyone who requests quotes, books a move, makes an enquiry, receives a service, or otherwise interacts with us in connection with our moving and transport services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what data we collect, why we collect it, the lawful bases we rely on, how long we keep it, which processors may handle it on our behalf, and the rights available to individuals under data protection law.

1. Information We Collect

We only collect personal data that is necessary for operating our services, managing enquiries, and fulfilling customer requests. The types of information we may collect include:

Identity details such as your name and, where needed, business name.
Contact details such as telephone number, email address, and service address.
Service information such as moving date, collection and delivery locations, property access information, inventory details, and service preferences.
Billing and payment information such as invoice details, payment status, and transaction references.
Communication records including emails, messages, call notes, and enquiry history.
Technical information where relevant, such as basic website or device interaction data if you contact us through online forms or digital channels.
Special instructions that you choose to provide, for example access notes, parking arrangements, or fragile-item handling requirements.

We do not intentionally collect more data than is required to provide our service. If you provide personal data about another person, you should ensure that you have the authority to do so and that they are aware of this policy.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and deliver removal and transport services.
To communicate about bookings, access requirements, timings, and service updates.
To issue invoices, process payments, and manage accounts.
To maintain records of services provided.
To handle complaints, disputes, and customer support requests.
To improve our operations, safety procedures, and service quality.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property against fraud, misuse, or security incidents.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. The lawful bases relied upon by Man With A Van Brockley may include the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling enquiries, preparing quotes, booking services, carrying out removals, and managing payments.

Legal Obligation

We may process personal data where required to meet legal obligations, such as accounting, taxation, insurance, or record-keeping duties.

Legitimate Interests

We may process personal data where it is reasonably necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. This may include improving service quality, managing customer relationships, preventing fraud, maintaining security, and retaining essential records.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain types of optional communication. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate. If we ever need to process special category data or other sensitive information, we will only do so where permitted by law and with an appropriate lawful basis.

4. Data Sharing and Processors

We may share personal data with trusted third parties who support our business operations. These parties act as processors or, in some cases, independent controllers. We only share data where necessary and appropriate.

Examples of processors and service providers may include:

IT and cloud service providers that host email, storage, or administrative systems.
Accounting and bookkeeping providers that help manage invoices, payments, and financial records.
Payment service providers that process card or bank transactions.
Customer communication tools used to manage booking updates or service messages.
Business software providers that support scheduling, administration, and record management.

Processors are required to handle personal data only on our instructions, use appropriate security measures, and comply with data protection obligations. We do not sell personal data. We do not share personal data for unrelated marketing by third parties without a valid legal basis.

We may also disclose personal data where necessary to:

Comply with the law or a lawful request from public authorities.
Establish, exercise, or defend legal claims.
Protect the rights, property, or safety of our business, customers, staff, or others.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for legal, accounting, and operational requirements. Retention periods may vary depending on the nature of the data and the service provided.

As a general approach:

Quotation and enquiry records may be kept for a reasonable period to manage follow-up, service history, and business administration.
Customer booking and service records may be retained for the duration of the customer relationship and for a further period where needed for legal or contractual reasons.
Financial and accounting records are typically kept for the period required by law.
Complaint, dispute, and claim-related records may be kept for as long as necessary to resolve the issue and protect legal interests.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention periods are reviewed periodically to ensure we do not keep data longer than necessary.

6. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and procedural safeguards.

Although no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected data incident.

7. Your Rights

Depending on the circumstances, you may have the following rights under data protection law:

Right of access – to request confirmation of whether we process your personal data and obtain a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to request limitation of processing in certain cases.
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 available.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law.

8. Automated Decision-Making

We do not make decisions about customers solely by automated means in a way that produces legal or similarly significant effects. If this changes, we will provide appropriate information and safeguards where required.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, practice, or our services. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically.

10. Scope of This Policy

This policy applies to all Man With A Van Brockley customers in the area, including individuals and businesses who use our services, request a quotation, or communicate with us regarding a move or transport arrangement. By engaging with our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.

Summary commitment: We process personal data lawfully, securely, and only as needed to provide services, meet legal obligations, and protect the interests of our customers and business.