Privacy Policy for Man and Van Brompton Customers

This Privacy Policy explains how Man and Van Brompton collects, uses, stores and shares personal data of customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man and Van Brompton customers and prospective customers in our service area who contact us, request a quote, make a booking or otherwise use our services. It covers personal data collected through phone calls, messaging services, online enquiries, in-person bookings and any other method by which you interact with us.

Who we are and data controller responsibility

Man and Van Brompton is the provider of local man and van and removal services in the Brompton area. For the purposes of data protection law, Man and Van Brompton is the controller of the personal data we collect and process about you. This means we determine the purposes and means of the processing of your personal data.

Types of personal data we collect

We may collect and process the following categories of personal data when you use our services or contact us:

Identification details such as your name and, where relevant, company or organisation name.

Contact details such as your address, service pick-up and drop-off addresses, and any other location details you provide, as well as non-specified communication channels you use to contact us.

Service details such as preferred dates and times, type and size of the move, inventory descriptions, access information, parking information and any special instructions relating to the job.

Billing and payment-related information such as information necessary to process payments and keep appropriate records. We do not store full payment card details; where card payments are used, these are typically processed via a third-party payment provider.

Communication records such as details of enquiries, quotations, bookings, complaints and feedback, together with any notes we make in relation to your request or service.

Technical and usage data where relevant, such as date and time of enquiries, and basic information about how you interact with our online content if applicable.

How we collect your data

We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us before, during or after a job. This includes data you provide by phone, in writing, through online forms, or in person.

We may also receive limited personal data about you from third parties such as referral partners or online platforms if you have requested services through them. In such cases, the information we receive is usually limited to the details necessary to provide the requested service.

Lawful basis for processing your data

We process your personal data only when we have a lawful basis under data protection law. Depending on the circumstances, the lawful basis will be one or more of the following:

Contractual necessity. We process your data when it is necessary to take steps at your request before entering into a contract, or to perform a contract for services that you have requested or agreed with us. This includes providing quotations, confirming bookings, carrying out moves and related services, and handling billing and payment.

Legitimate interests. We may process your data when it is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms. This may include managing and improving our services, record-keeping, responding to enquiries, handling complaints, and protecting our business from fraud or misuse.

Legal obligation. We may process your data when necessary to comply with legal and regulatory obligations, such as accounting, taxation and record retention requirements.

Consent. In some cases, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

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

To provide quotations, confirm availability and respond to your enquiries.

To plan and deliver man and van and removal services, including allocating staff and vehicles, planning routes and arranging access.

To manage bookings, amendments and cancellations, and to communicate with you about your service.

To issue invoices, process payments and maintain financial and operational records.

To monitor and improve the quality, safety and reliability of our services.

To manage and resolve complaints, disputes or claims.

To comply with legal obligations and cooperate with regulatory or law enforcement authorities where required.

To send you information about our services that may be of interest to you, where permitted by law and subject to your communication preferences.

Data sharing and processors

We do not sell your personal data. We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy and where permitted by law.

Service providers and processors. We may share data with third-party providers who act as processors on our behalf. These may include payment processing services, accounting or bookkeeping services, customer management systems, communication service providers and information technology support. These processors are contractually required to handle your data securely, only in accordance with our instructions, and not for their own purposes.

Professional advisers. Where necessary, we may share limited personal data with professional advisers such as accountants, insurers or legal advisers, who are bound by professional duties of confidentiality.

Authorities and legal obligations. We may disclose personal data to law enforcement agencies, regulators or other authorities if required by law or where disclosure is strictly necessary to protect our rights, property, safety or the rights, property and safety of others.

International transfers

Where our service providers or systems are located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or equivalent measures to ensure that your personal data remains protected to a standard consistent with applicable data protection law.

Data retention

We retain your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, regulatory, tax or accounting requirements.

In general, operational records related to services, including contact and booking details, are retained for a period that allows us to manage our relationship with you, respond to any queries, and comply with applicable legal obligations. Financial and invoicing records are normally retained for the period required by tax and accounting laws.

When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be associated with you.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricted access to personal data, secure storage of records and the use of trusted service providers that follow recognised security practices.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions and may not apply in all circumstances, but we will always consider any request you make.

Right of access. You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification. You have the right to ask us to correct or complete personal data that you believe is inaccurate or incomplete.

Right to erasure. You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction. You have the right to request that we restrict the processing of your personal data in certain circumstances, such as while we investigate a concern you have raised about its accuracy.

Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing.

Right to data portability. In some circumstances, you have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller.

Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

How to exercise your rights or raise concerns

If you wish to exercise any of your data protection rights or have questions or concerns about how we handle your personal data, you can contact us using the usual communication channels you use for our services. We will respond to your request or enquiry in accordance with applicable data protection law.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we process your personal data. We encourage you to contact us first so that we can try to resolve your concern directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. The updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.