Privacy Policy - Man And Van Brompton

This Privacy Policy explains how Man And Van Brompton collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Brompton customers in area, including individuals who request quotations, make bookings, receive moving services, or otherwise interact with us in connection with our services.

We are committed to handling personal data lawfully, fairly, and transparently. This policy is intended to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your data.

1. Information We Collect

We collect only the information that is necessary to provide our services, manage customer relationships, meet legal obligations, and operate our business effectively. The types of personal data we may collect include:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service information including booking details, moving dates, property access requirements, inventory details, and any special instructions related to the move.
Payment information such as payment status and transaction records. We do not store card details unless this is necessary and securely handled through a payment provider.
Communication records including enquiries, complaints, feedback, and correspondence by phone, email, or other communication channels.
Technical and usage data where applicable, such as basic website or device information used for security and service improvement.
Proof of identity or ownership information where needed for legal, fraud prevention, or service verification purposes.

We may also collect limited sensitive information if you choose to provide it, for example details about access needs, health considerations, or items requiring special handling. We only process such data where it is necessary and appropriate safeguards are in place.

2. How We Use Your Personal Data

We process personal data for the following purposes:

To provide quotations and manage bookings.
To carry out removal, transport, loading, unloading, and related services.
To communicate with you before, during, and after service delivery.
To manage payments, invoices, and records.
To respond to queries, complaints, or claims.
To improve our services, training, planning, and operational efficiency.
To protect against fraud, misuse, or unauthorised access.
To comply with legal, tax, accounting, and regulatory obligations.

We only use your personal data in ways that are compatible with the purposes for which it was collected unless we determine that a new lawful basis applies.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing your personal data. Depending on the situation, Man And Van Brompton relies on one or more of the following lawful bases:

Contract

We process data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotations, confirming bookings, arranging logistics, and delivering moving services.

Legal Obligation

We may process data where it is necessary to comply with legal obligations, including accounting, tax requirements, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include improving our services, maintaining internal records, ensuring security, preventing fraud, and managing customer relationships. Where we rely on this basis, we assess whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on consent, for example where we process optional information or send certain types of marketing communication if legally required. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf, or in some cases as independent controllers. These parties may include:

IT and cloud service providers that store or support our business systems.
Payment service providers that process transactions securely.
Accounting and bookkeeping providers who assist with financial record management.
Communication and messaging providers used to deliver service-related updates.
Professional advisers such as legal or insurance advisers where necessary.
Subcontracted service partners where additional operational support is required to complete a booking.

All processors are required to handle personal data securely, only on our instructions, and in compliance with data protection law. We take steps to ensure that appropriate contracts and safeguards are in place. We do not sell your personal data.

We may disclose personal information where required by law, by a court order, or to protect our rights, property, staff, customers, or the public.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy legal, accounting, insurance, or regulatory requirements. Retention periods may vary depending on the type of data and the context in which it is used.

Booking and service records are generally retained for a reasonable period after the service is completed, to manage queries, complaints, and legal matters.
Financial and invoicing records are retained for the period required by law and standard accounting practice.
Correspondence and complaints may be kept for longer where needed to resolve disputes or demonstrate compliance.
Marketing consent records are kept as long as necessary to respect your preferences and demonstrate compliance.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention procedures.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to personal data to those who need it for business purposes.

While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. We therefore encourage you to share information only when necessary and to notify us if you believe there has been a security issue involving your personal data.

7. International Transfers

If any service providers process data outside the UK, we will ensure appropriate safeguards are in place to protect your information. These may include adequacy decisions, standard contractual clauses, or other legally recognised transfer mechanisms.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exceptions, depending on the circumstances.

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 ask us to delete 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 can request certain data in a reusable format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before fulfilling your request. You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been breached.

9. Children’s Data

Our services are intended for adults or organisations acting on behalf of adults. We do not knowingly collect personal data from children unless it is incidental to a service arrangement and lawfully provided by an adult responsible for the booking.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service operations. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Privacy Commitments

Man And Van Brompton is committed to processing personal data responsibly, securely, and only for legitimate purposes. We collect only the information needed to deliver our moving services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, retain data only as long as necessary, and work with processors who are bound by data protection safeguards. We also respect the rights of all customers in area and aim to ensure that privacy is protected at every stage of our service.