Privacy Policy - Man With Van Bromley

This Privacy Policy explains how Man With Van Bromley collects, uses, stores, shares, and protects personal data when providing removals, delivery, and related moving services. It applies to all Man With Van Bromley customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or communicate with us in connection with a booking, quotation, enquiry, or service delivery.

1. Introduction

We are committed to handling personal information lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018. This policy describes the types of information we may collect, why we use it, the legal grounds on which we rely, how long we keep it, who may process it on our behalf, and the rights available to individuals under data protection law.

By using our services or providing information to us, you acknowledge that your data may be processed as described in this policy. We only collect information that is relevant and necessary for delivering our services effectively and safely.

2. Data We Collect

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

Identity details such as your name and, where necessary, the name of a business or organisation.
Contact details including telephone number and email address.
Address and location information such as collection and delivery addresses, access details, parking restrictions, and property characteristics relevant to the move.
Booking and service details including service dates, item lists, volume estimates, special handling requirements, and notes about stairs, lifts, or access conditions.
Payment-related information such as transaction records and billing details. We do not store unnecessary financial information and only retain what is required for accounting and record-keeping.
Communication records including enquiries, quotes, complaints, feedback, and any correspondence relating to the service.
Operational information such as photographs or notes taken for documenting item condition, access, or service completion where needed.
Technical information where applicable, such as basic website usage data or device information if you interact with online systems used for booking or enquiry handling.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where it is relevant to access needs or service arrangements. Where such data is provided, it is handled with additional care and only processed where a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, schedule, and deliver moving services;
to manage access, route planning, and safe handling of property;
to issue invoices, record payments, and maintain financial records;
to communicate service updates or changes;
to deal with complaints, claims, or disputes;
to improve our service quality and customer experience;
to comply with legal and regulatory obligations;
to protect our business, customers, staff, and property from fraud, misuse, or unsafe activity.

We only use your data for purposes that are compatible with the reason it was originally collected, unless we inform you otherwise or another lawful basis applies.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. We rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, completing removals, and managing payments or service queries connected to the contract.

Legal Obligation

We may process and retain certain information to comply with legal obligations, such as tax records, accounting requirements, insurance obligations, and lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing operational efficiency, preventing fraud, maintaining service records, and improving our services. Where we rely on legitimate interests, we consider the impact on individuals and limit the processing to what is necessary.

Consent

In limited situations, we may ask for your consent, for example if we need to use information for a purpose not covered by the bases above. Where consent is used, you may withdraw it at any time, and we will stop the relevant processing unless another lawful basis applies.

5. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business and provide services. These parties act as processors or, in some cases, as separate controllers. They may include:

Accounting and bookkeeping providers that help with invoicing, tax records, and financial administration.
IT and storage providers that host, secure, or maintain our operational systems and data.
Communication service providers that facilitate email, messaging, or customer communication tools.
Insurance or claims handlers where a claim, incident, or dispute requires assessment.
Professional advisers such as legal or financial advisers where necessary for compliance or business protection.
Subcontractors or service partners involved in delivering a move, provided they only receive data necessary for that task.

All processors are required to handle data securely, follow our instructions where applicable, and use appropriate safeguards. We do not sell your personal data. We only share data when necessary, proportionate, and lawful.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason for processing.

Customer and booking records are generally kept for the duration needed to manage the service and handle follow-up matters.
Financial and tax records are retained for the period required by law and standard accounting practice.
Communication records may be kept for a reasonable period to resolve disputes, demonstrate service history, or manage customer care.
Incident and claim records may be retained longer where needed for insurance, legal defence, or regulatory purposes.

When data is no longer required, we will securely delete, anonymise, or archive it in a way that prevents unauthorised use.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, and limited data sharing on a need-to-know basis.

Although we work hard to keep data safe, no system can be guaranteed completely secure. If a personal data incident occurs, we will respond in accordance with applicable law and take reasonable steps to reduce any harm.

8. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request that we limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need to verify your identity before responding. We will handle requests within the timeframes required by law.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and provided by a responsible adult or legal guardian. If we become aware that we have collected information unlawfully, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. The most current version will apply to all customers in the area using Man With Van Bromley services. We encourage you to review this policy periodically so that you remain informed about how your information is handled.

11. Summary of Our Commitment

Man With Van Bromley is committed to using personal data responsibly, securely, and only where legally justified. We limit collection to what is necessary, use trusted processors under clear obligations, keep data only for appropriate periods, and respect the rights of all individuals whose information we process. Our aim is to provide reliable moving services while protecting privacy at every stage.