Privacy Policy - Man With Van Brompton

This Privacy Policy explains how Man With Van Brompton collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Brompton customers in the area, including prospective customers, current customers, and anyone who interacts with us in relation to a booking, quotation, delivery, collection, or related service. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We may collect and process personal data that is necessary to provide our moving and transport services efficiently and safely. The type of information we collect depends on the nature of the service and your interaction with us.

Information you provide directly

Identity details such as your name
Contact details such as your address, telephone number, and email address
Booking details including collection and delivery locations, dates, access notes, and service preferences
Payment-related information where relevant to processing invoices or confirming transactions
Correspondence and messages you send to us, including enquiries, complaints, or service feedback

Information collected during service delivery

Property and access information needed to complete a move safely and efficiently
Service records including job notes, quotations, invoices, and booking history
Operational information such as timing, route planning, and completion details

Information collected automatically

We may also collect limited technical information when you interact with our digital systems or communications, such as device details, log information, and usage data. This may help us maintain service security, prevent fraud, and improve operational performance. We do not collect more data than is reasonably necessary for these purposes.

2. How We Use Personal Data

We use personal data only for legitimate business purposes connected to our services. These purposes include:

Responding to enquiries and providing quotations
Managing bookings and delivering moving services
Communicating about schedules, access requirements, and service updates
Processing payments, invoices, and account administration
Maintaining records of services provided
Improving customer service and operational planning
Handling complaints, claims, and dispute resolution
Meeting legal, regulatory, and insurance obligations
Protecting against fraud, misuse, or unlawful activity

We do not sell your personal data. Any use of information is limited to the purposes described in this policy or to those that are otherwise permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling booking details, providing moving services, issuing invoices, and communicating about the service.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, record keeping, customer support, and fraud prevention. We ensure that any such processing is proportionate and relevant to our operations.

Legal obligation

We may process and retain certain information where required to comply with legal or regulatory obligations, including tax, accounting, insurance, and dispute-related requirements.

Consent

In limited cases, we may rely on your consent, for example where optional marketing or non-essential communications are involved. If consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary to operate our services, meet legal requirements, or protect our business and customers. Any third party acting on our behalf is required to handle data securely and only in accordance with our instructions.

Processors we may use

IT and hosting providers that support data storage, system security, and communication tools
Accountancy and bookkeeping providers that assist with financial records and tax compliance
Payment service providers that process card or online payments where applicable
Insurance providers and claims handlers where a claim or incident must be assessed
Professional advisers such as legal or regulatory advisers when needed

We may also disclose personal data to public authorities, law enforcement, courts, or regulators where required or permitted by law. Where a processor is used, we remain responsible for ensuring that appropriate data protection safeguards are in place.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal and operational requirements. Retention periods vary depending on the type of information and the reason it is held.

Booking and service records are retained for as long as needed to manage the service and address post-service queries
Financial and tax records are kept for the period required by applicable law
Customer correspondence may be retained for a reasonable period to support service history and dispute resolution
Complaint or claim information may be kept longer where necessary for legal defence or insurance purposes

When data is no longer required, we will delete, anonymise, or securely destroy it. Retention is always limited to what is necessary and proportionate.

6. Data Security

We take appropriate 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 internal procedures. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

7. Your Rights

Under data protection law, you have important rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the legal basis for processing.

Rights available to you

Right of access ??? you can request a copy of the personal data we hold about you
Right to rectification ??? you can ask us to correct inaccurate or incomplete data
Right to erasure ??? in certain cases, you can request deletion of your data
Right to restriction ??? you can ask us to limit how we use your data in some situations
Right to data portability ??? where applicable, you may request certain data in a reusable format
Right to object ??? you can object to processing based on legitimate interests in some cases
Right to withdraw consent ??? where we rely on consent, you may withdraw it at any time

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly. Your privacy matters to us, and we will respond to valid requests in line with legal requirements.

8. Children???s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidentally provided in the course of a booking or service arrangement and is necessary for the task in hand. If we become aware that child-related data has been collected without a lawful basis, we will take appropriate steps to address it.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection law. This may include the use of approved contractual protections or transfers to jurisdictions recognised as offering adequate protection.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or the services we provide. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

Man With Van Brompton is committed to respecting privacy, minimising data use, and processing information only where there is a lawful basis to do so. We apply clear retention rules, use trusted processors, and recognise the rights of individuals whose personal data we hold. This policy applies to all Man With Van Brompton customers in the area and is intended to provide a clear and transparent explanation of our data protection practices.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.