Privacy Policy - Man With Van Brompton

This Privacy Policy explains how Man With 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 With Van Brompton customers in the area, including individuals who request quotes, make bookings, receive services, or otherwise interact with our business in connection with removals, deliveries, transport, and related services.

1. Who We Are

For the purposes of data protection law, Man With Van Brompton acts as the data controller for personal information collected in the course of providing our services. This means we decide how and why your personal data is used. We are committed to handling all personal information lawfully, fairly, and transparently, and only for clear and legitimate purposes.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact details such as address, email address, and phone number.
Booking information such as service dates, locations, item descriptions, access details, and special instructions.
Payment-related information necessary to process invoices, receipts, or refunds.
Communication records including enquiries, messages, complaints, and service updates.
Service history such as previous bookings, delivery notes, and customer preferences.
Technical data if you contact us digitally, such as basic device or browser information where relevant for security and performance.

We only collect data that is relevant and necessary for the services we provide. We do not intentionally collect special category data unless you choose to provide it and it is required for a lawful and specific reason, such as accessibility or safety considerations.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan, deliver, and complete moving or transport services.
To communicate with you about your service, schedule changes, or service-related matters.
To process payments, issue invoices, and manage accounting records.
To handle complaints, feedback, and service queries.
To maintain business records and support legal, regulatory, or insurance requirements.
To improve our operations, customer experience, and service quality.

We will not use your data for unrelated purposes unless we are permitted or required to do so by law.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each use of personal data. 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 providing quotes, arranging bookings, delivering services, and managing payments.

Legal Obligation

We may process and retain certain information where required to comply with legal obligations, such as tax, accounting, insurance, or regulatory requirements.

Legitimate Interests

We may process personal data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include service administration, customer communication, fraud prevention, record keeping, and business improvement.

Consent

In limited situations, we may rely on your consent, for example where it is appropriate for optional communications or the sharing of specific information that is not necessary for our core services. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to provide our services or meet legal obligations. These third parties act as data processors or independent controllers depending on the service they provide.

Examples of processors may include:

Payment processors used to handle card or electronic payments.
Accounting or bookkeeping providers that support invoicing and financial records.
IT and cloud storage providers used to store and protect business records.
Communication service providers used for email, messaging, or booking administration.
Insurance, legal, or compliance advisers where necessary for risk management or legal obligations.

We require processors to act only on our instructions, to keep personal data secure, and to comply with data protection law. Man With Van Brompton does not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods depend on the type of information and the reason it is held.

Booking and service records are generally retained for the period needed to complete services and manage any follow-up issues.
Financial and accounting records are retained for the period required by tax and accounting law.
Communication records may be retained for a reasonable period to resolve disputes, improve service, or maintain business continuity.
Legal or insurance-related records may be retained longer where necessary to defend claims or meet formal obligations.

When personal data is no longer required, it will be securely deleted, anonymised, or archived in line with our retention practices.

7. Data Security

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

Although no system can be guaranteed completely secure, we work to maintain a high standard of protection and to respond promptly to any suspected data incident.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to legal conditions and exemptions, these include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive your data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based 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 rights have not been respected. We encourage you to raise any concerns with us first so that we can address them promptly.

9. Children’s Data

Our services are intended for adults and business-related customers. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a legitimate service arrangement and only where necessary.

10. International Transfers

If any service provider processes data outside the UK, we will ensure that appropriate safeguards are in place to protect your information and maintain an adequate level of data protection in line with applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when made available. We recommend reviewing this policy periodically to stay informed about how your data is protected.

12. Summary of Our Commitment

Man With Van Brompton is committed to protecting your privacy and handling personal data responsibly. We collect only what is needed, use it for clear and lawful purposes, keep it only as long as necessary, and respect your rights. Our approach is based on transparency, security, and accountability, ensuring that customers in the area can trust us with their information while using our services.