Privacy Policy - Man And A Van Brompton

Man And A Van Brompton is committed to protecting the privacy and personal data of all customers in our service area. This Privacy Policy explains how we collect, use, share, store, and protect personal information when you use our moving, transport, and related services. It applies to all Man And A Van Brompton customers in the area, including individuals who request quotes, make bookings, receive services, or communicate with us in connection with our operations.

1. Who We Are

For the purposes of the UK GDPR and the Data Protection Act 2018, Man And A Van Brompton acts as the data controller for the personal information we process in connection with our services. This means we decide how and why your personal data is used, and we are responsible for ensuring that it is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage bookings, communicate with customers, and meet legal or operational obligations. Depending on your interaction with us, we may collect the following categories of personal data:

Identity data such as your name and, where relevant, the name of your business or organisation.
Contact data such as your address, email address, telephone number, and collection or delivery location details.
Booking and service data including move dates, property access details, item descriptions, service requirements, and special instructions.
Payment data such as billing information and payment confirmation details. We do not retain full card details where these are processed securely by payment providers.
Communication data including records of emails, messages, call notes, and customer correspondence.
Technical data where applicable, such as basic device, browser, or usage information if you interact with us online.
Documentation data where needed for insurance, complaint handling, or legal compliance.

We generally do not seek to collect special category data. If such information is accidentally shared with us, we will only process it where strictly necessary and where a lawful basis exists.

3. How We Use Your Data

We use your personal data for the following purposes:

to provide quotes and manage service enquiries;
to schedule, deliver, and administer moving or transport services;
to communicate about bookings, access, timing, changes, and service updates;
to process payments, invoices, and account-related matters;
to maintain service records and handle complaints or disputes;
to comply with legal, tax, accounting, and insurance obligations;
to improve our services, internal processes, and customer experience;
to protect our business, customers, staff, and property from fraud or misuse.

We will only use your personal data in ways that are compatible with the purpose for which it was collected, unless we have a valid reason to use it differently and that reason is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Man And A Van Brompton relies on the following lawful bases depending on the activity involved:

Contract — to provide quotations, enter into agreements, and perform services you request.
Legal obligation — to comply with tax, accounting, insurance, record-keeping, and regulatory requirements.
Legitimate interests — to operate and improve our business, respond to enquiries, prevent fraud, maintain security, and manage customer relationships, provided these interests do not override your rights and freedoms.
Consent — where required by law, for example for certain optional communications or specific uses not covered by another lawful basis.

Where we rely on legitimate interests, we assess whether our interests are necessary and whether they are overridden by your interests or fundamental rights. If we rely on consent, you may withdraw it at any time.

5. Sharing Your Information and Processors

We may share personal data with trusted third parties where necessary for the operation of our business and the delivery of our services. These organisations act as processors or, in some cases, independent controllers. We require processors to handle data securely and only on our instructions.

Typical processors and recipients may include:

Payment processors for secure handling of payments and refunds.
IT and hosting providers for secure storage, email, and business systems.
Accountants and bookkeeping services for financial administration and compliance.
Insurance providers and claims handlers where required for liability, loss, or incident management.
Professional advisers such as legal or regulatory advisers where needed.
Subcontractors or operational partners involved in service delivery, only where necessary.

We may also disclose data if required by law, court order, government authority, or to protect the rights, property, or safety of our business, staff, customers, or others. We do not sell personal data.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, or as required by law. The retention period depends on the type of information and the context in which it is used.

Booking and service records are generally retained for an appropriate period to manage customer support, disputes, and business records.
Financial and tax records are retained for the period required by accounting and tax law.
Communications and complaint records may be kept longer if needed to resolve disputes, protect legal rights, or defend claims.
Inactive or unnecessary records are securely deleted or anonymised when no longer needed.

When deciding how long to retain data, we consider the nature of the information, legal requirements, operational needs, and potential risks. We apply a data minimisation approach and keep records only as long as is reasonably necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or disclosure. These measures may include restricted access, secure storage, password protection, staff awareness, and controlled use of service providers. While no method of transmission or storage is completely risk-free, we take reasonable steps to safeguard the information we hold.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict the processing of your data in certain cases.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us where the law applies.
Withdraw consent at any time where consent is the basis for processing.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have not been respected. Exercising your rights will not usually affect the services we provide, though some requests may limit our ability to carry out certain tasks if the data is essential.

9. International Transfers

Where any service provider stores or processes data outside the United Kingdom, we will only do so where appropriate safeguards are in place and where the transfer is permitted under data protection law. These safeguards may include adequacy regulations, approved contractual terms, or other lawful transfer mechanisms.

10. Cookies and Similar Technologies

If we use online tools that involve cookies or similar technologies, these may be used for basic site functionality, performance monitoring, and user experience improvements. Where consent is required, we will request it before placing non-essential cookies. You may manage cookie settings through your browser or device controls.

11. Children’s Data

Our services are directed to adults and business customers, and we do not knowingly collect personal data from children except where it is necessary in the context of a move or service request and provided by a parent, guardian, or authorised adult. If we become aware that we have unintentionally collected such data without appropriate authority, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or internal practices. When we make changes, we will revise the policy so that it remains accurate and up to date. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Key Principles

Transparency

We explain clearly what information we collect and why we need it.

Purpose limitation

We use data only for legitimate business, legal, and service-related purposes.

Data minimisation

We collect only what is necessary for our operations and customer service.

Accuracy

We take reasonable steps to keep data accurate and up to date.

Storage limitation

We retain data only for as long as needed and then securely delete or anonymise it.

Integrity and confidentiality

We protect information through appropriate security and restricted access.

Man And A Van Brompton is dedicated to handling customer data responsibly and in accordance with applicable data protection laws. By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy, subject always to your rights and the legal safeguards that apply.