Privacy Policy

Man With a Van Brockley Privacy Policy

This Privacy Policy explains how Man With a Van Brockley collects, uses, stores, and shares personal data when providing man and van and related transport services. It applies to all Man With a Van Brockley customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise use our services.

Man With a Van Brockley is committed to protecting your privacy and complying with the UK General Data Protection Regulation and any other applicable data protection laws. This Privacy Policy is intended to give you clear and transparent information about our data practices and your rights.

Personal Data We Collect

We collect and process personal data that is necessary for us to provide our services, manage bookings, and operate our business. The categories of personal data we may collect include:

Contact and identity details such as name, postal address, service address, billing address, and any other address relevant to your move or transport job.

Communication details such as email address, any messaging identifiers that you choose to use when contacting us, and the content of your communications with us, including enquiries, quotes, feedback, or complaints.

Booking and service information such as details of the services you request, items to be moved, property access information where relevant, preferred dates and times, completed jobs, and job-related notes required to carry out the service safely and efficiently.

Payment and transaction information such as records of payments made, amounts, dates, and methods of payment. We do not seek to collect or store full payment card details; where electronic payment services are used, card data is processed by our chosen payment processor.

Website and usage information such as basic technical data provided by your browser when you visit our website, which may include IP address, browser type, and general usage information needed to maintain and improve our site.

We usually collect data directly from you when you contact us, request a quote, make a booking, or communicate with us by phone, online forms, or other communication channels. We may also receive limited data through third parties where you have used an intermediary platform or referral partner to request our services.

Lawful Basis for Processing Your Data

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Performance of a contract: We process your data where it is necessary to enter into or perform a contract with you, such as when providing a quote, confirming a booking, coordinating a move, or handling after-service communications and invoicing.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, and those interests are not overridden by your rights and freedoms. This can include managing our operations, improving services, preventing fraud, ensuring security, and maintaining records of jobs completed. When relying on legitimate interests, we assess and balance any potential impact on you.

Legal obligations: We may process and retain certain data where required to comply with legal obligations, for example tax, accounting, and record-keeping requirements.

Consent: In limited cases where required by law, such as certain types of marketing communications, we may rely on your consent. Where consent is used as a lawful basis, you can withdraw your consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To respond to enquiries, provide quotations, and communicate with you about potential services.

To create, manage, and fulfil bookings, including planning routes, scheduling staff and vehicles, and delivering our services at the agreed locations and times.

To issue invoices, process payments via our chosen payment providers, and manage any refunds or adjustments.

To handle customer service matters, such as queries, feedback, and complaints, and to resolve disputes where they arise.

To maintain internal records of jobs completed, customers served, and transactions made, in order to manage our business and meet legal and regulatory requirements.

To improve our services, website, and operations by analysing aggregated or anonymised information about service usage where appropriate.

We do not use your personal data for automated decision making that produces legal or similarly significant effects about you.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

In general, contact, booking, and transaction data relating to your services may be kept for a number of years in line with applicable limitation periods and tax and accounting regulations. This retention allows us to respond to queries, handle potential disputes, and comply with our legal obligations.

Where data is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it, we will either delete it, anonymise it, or securely archive it with restricted access.

Data Processors and Sharing Your Information

We may share your personal data with selected third parties who act as data processors on our behalf. These processors are only permitted to use your data in line with our instructions and for the purposes specified.

Examples of processors and third party service providers may include:

Payment service providers who process payments and manage secure payment transactions on our behalf.

IT and web hosting providers who host our website, email services, or data storage systems.

Business support providers such as accounting or administration tools and customer management systems, where used, to help us manage bookings and records.

Where required by law or regulation, we may also share your personal data with regulatory authorities, law enforcement bodies, or professional advisers such as accountants or legal advisers.

We do not sell your personal data. Any third parties with whom we share data are required to handle it securely and in compliance with data protection law.

International Transfers

Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data is provided with a level of protection that is essentially equivalent to that provided under applicable data protection laws. This may include using standard contractual clauses approved by relevant authorities or relying on other appropriate safeguards.

Your Data Protection Rights

Under data protection laws, you have certain rights in relation to your personal data. These rights apply to all Man With a Van Brockley customers in our service area, subject to any legal limitations or exemptions. Your rights include:

Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of the data we hold about you, together with certain additional information.

Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you can request that we delete your personal data. This right may be limited where we need to retain data to comply with legal obligations or to establish, exercise, or defend legal claims.

Right to restriction of processing: You can request that we restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to object: You can object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including any direct marketing based on those interests.

Right to data portability: Where our processing is based on your consent or on a contract and is carried out by automated means, you may request to receive your personal data in a structured, commonly used, and machine-readable format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent for any processing, you can withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

If you wish to exercise any of these rights, you can contact us using the contact methods available on our website or through the communication channel you originally used to reach us. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to those who have a business need to know and using suitable security solutions for digital systems and records.

While we take reasonable steps to protect your data, no transmission of information over the internet or method of storage can be guaranteed to be completely secure. You are responsible for ensuring that any communication you send to us is transmitted securely and for keeping any personal devices used to interact with us secure.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, in how we process personal data, or in applicable law. Any updated version will be made available through our usual customer communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your information.