Privacy Policy
Man and a Van Brompton Privacy Policy
This Privacy Policy explains how Man and a Van Brompton collects, uses, stores and shares personal data. It applies to all Man and a Van Brompton customers and prospective customers within our service area, including individuals and businesses who contact us, request quotations, or use our removal and transport services.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We collect only the personal data that is necessary for providing our services and running our business. The types of data we may collect include the following.
Identity and contact details, such as your name, title, postal address, collection and delivery addresses, and any other location details needed to perform the service.
Communication details, such as email correspondence, messages you send through online forms or booking systems, and notes of telephone conversations relating to bookings, enquiries, or complaints.
Booking and service information, such as dates and times of your bookings, details about items to be moved, access information for properties, special instructions, and any photographs you provide to help us plan the service.
Payment and transaction data, which may include payment confirmations, amounts paid, refunds, and invoices. We do not store full card details when you pay by card. Card data is processed securely by third party payment providers.
Technical and usage data, such as basic device and browser information, IP address, and information collected via cookies or similar technologies when you visit our website. This may be used to help us understand site usage, improve performance, and keep our systems secure.
How We Use Your Personal Data
We use the personal data we collect for the following purposes.
To provide and manage our services, including handling enquiries, issuing quotations, confirming bookings, planning routes, and carrying out removal and transport services.
To manage our relationship with you, including responding to your questions, notifying you about changes to our terms or services, handling feedback, and addressing any issues or complaints.
To process payments, send invoices and receipts, manage refunds, and maintain accurate financial records for accounting and tax purposes.
To operate, secure, and improve our website and systems, including troubleshooting, analysing usage, and protecting against fraud and misuse.
To comply with legal and regulatory obligations, such as record keeping, insurance requirements, and responding to lawful requests from public authorities.
To send you service-related information, such as booking confirmations, reminders, and essential updates about the services you have requested.
Lawful Basis for Processing
We rely on one or more of the following lawful bases for processing your personal data.
Contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide a quotation, confirm a booking, and carry out the removal and transport services you have requested.
Legal obligation. We process certain information to comply with legal and regulatory requirements, including tax and accounting rules, health and safety obligations, and insurance conditions.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include activities such as improving our services, maintaining security, preventing fraud, and keeping appropriate business records.
Consent. In some limited situations, we may rely on your consent, for example where we are required to seek your explicit permission before using optional cookies or sending certain types of marketing communications. Where processing is based on consent, you may withdraw it at any time.
Data Retention
We keep your personal data only for as long as is necessary for the purposes explained in this Privacy Policy, and to meet any legal, accounting, or reporting requirements.
Booking and service records, including basic contact details and information about work we have carried out, are generally retained for a period that allows us to respond to queries, deal with any disputes, and meet our tax and insurance obligations. After this period, data is securely deleted or anonymised.
Financial and transaction records, such as invoices and payment confirmations, are retained in accordance with legal and regulatory requirements for accounting and tax purposes.
Communications related to enquiries, feedback, or complaints may be kept for an appropriate period so that we can understand and resolve issues and improve our services.
Website and technical data is retained for periods that allow us to maintain the security and performance of our systems. Where data is aggregated or anonymised, it may be kept for longer as it no longer identifies individual users.
Data Sharing and Processors
We do not sell your personal data. We share your data only when necessary for the purposes set out in this Privacy Policy, and we ensure that appropriate contractual and security measures are in place.
Service providers and processors. We may use carefully selected third parties to support our operations, for example companies that provide IT hosting, website services, email and communication tools, secure payment processing, cloud storage, or customer management systems. These providers act as data processors and may process your personal data on our behalf only in accordance with our instructions and for the purposes we specify.
Professional advisers. We may share data with professional advisers such as accountants, auditors, insurers, or legal advisers when this is necessary for managing our business, complying with legal obligations, or handling legal claims.
Public authorities. We may disclose personal data when required to do so by law or when we believe it is necessary to protect our rights, respond to legal processes, cooperate with investigations, or protect the safety of our customers, staff, or the public.
Business transfers. In the event that we restructure or transfer part or all of our business, your personal data may be transferred as part of that arrangement, subject to appropriate safeguards and continuity of this Privacy Policy or an equivalent standard.
International Transfers
Some of our service providers or IT systems may be located outside the United Kingdom or the European Economic Area. Where personal data is transferred internationally, we will ensure that appropriate safeguards are in place, such as using jurisdictions that have been recognised as providing an adequate level of protection or applying standard data protection clauses approved by relevant authorities.
Security of Your Personal Data
We take reasonable and appropriate technical and organisational measures to protect the personal data we hold from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure systems and passwords, and providing guidance to staff on data protection responsibilities.
However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are encouraged to take care when sharing personal information and to let us know promptly if you suspect any misuse of your data in connection with our services.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with information about how it is used.
Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying accuracy or considering an objection you have raised.
Right to object. You may object to our processing of your personal data when we rely on legitimate interests as the lawful basis, including any direct marketing activities. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or where processing is required for legal claims.
Right to data portability. In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used, machine-readable format and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the relevant data protection 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 your concerns.
Scope and Changes to This Policy
This Privacy Policy applies to all Man and a Van Brompton customers and prospective customers in our service area, including those who contact us, request quotations, or use our removal and transport services.
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updates will be effective when published. You are encouraged to review this Privacy Policy periodically to stay informed about how we handle your personal data.
