Privacy Policy - Man With Van Bromley

Effective date: This Privacy Policy explains how Man With Van Bromley collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Bromley customers in the area, including individuals and businesses who request, book, or receive our moving, transport, and related services.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to be clear, fair, and transparent about the information we use and the rights you have.

1. Personal Data We Collect

We collect only the information necessary to provide and manage our services safely and efficiently. Depending on the service you use, we may collect the following categories of data:

Identity details: name, title, and any business name you provide.
Contact details: address, email address, and phone number.
Booking information: moving date, pickup and delivery addresses, property access details, item lists, and service preferences.
Payment and billing details: payment confirmation, invoice records, and limited financial information needed to process transactions.
Communication records: emails, phone call notes, messages, quotations, complaints, and service updates.
Service and operational data: instructions for parking, access, loading, unloading, storage, or special handling requirements.
Technical data: basic website or device information such as IP address, browser type, and usage data if you interact with digital systems.
Optional sensitive information: in rare cases, information about health, mobility, or access needs if you choose to share it so we can carry out the service safely and appropriately.

We do not intentionally collect more data than we need. If you provide information about another person, you should ensure that you have the right to share it with us and that they understand this Privacy Policy where appropriate.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to arrange, confirm, and deliver removal and transport services;
to manage bookings, scheduling, and logistics;
to process payments and issue invoices;
to communicate service updates, changes, and important notices;
to handle complaints, claims, and customer support requests;
to maintain records for accounting, tax, and legal compliance;
to improve our services, operations, and customer experience;
to protect our business, staff, and customers from fraud, misuse, or safety risks.

We will only use your personal data in ways that are compatible with the original purpose for which it was collected, unless we reasonably consider that we need to use it for another lawful and compatible reason.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on the following grounds:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, delivering moving services, and handling payment arrangements.

Legal obligation

We may need to process and retain certain records to meet our legal and regulatory obligations, including tax, accounting, insurance, and dispute resolution requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where your interests and rights do not override those interests. This includes service improvement, administration, record keeping, fraud prevention, and operational planning.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional sensitive information or agree to certain types of communication. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These parties act as processors or, in some cases, independent controllers. We take steps to ensure that any processor handles personal data securely and only on our instructions.

Examples of processors may include:

Payment providers who help process card or online payments;
Accounting and bookkeeping services that support financial record keeping;
IT and cloud service providers that store data or support communications systems;
Customer management and administrative tools used to organise bookings and service records;
Insurance providers, legal advisers, or claims handlers where necessary for protection, defence, or resolution of disputes;
Subcontractors or specialist service partners where required to complete a job safely and effectively.

We may also disclose personal data if required by law, court order, or competent authority, or where disclosure is necessary to protect the rights, property, or safety of Man With Van Bromley, our customers, staff, or the public.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of data and the reason it was collected.

Quotation and enquiry records: usually retained for a limited period to manage follow-up questions and business administration.
Booking and service records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Complaints, claims, and dispute records: retained for as long as needed to resolve the issue and protect legal interests.
Consent-based information: kept until consent is withdrawn or the information is no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it where appropriate.

6. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers.

Although we work hard to protect data, no system is completely secure. If a data incident occurs that is likely to affect your rights and freedoms, we will act in accordance with applicable legal requirements.

7. Your Rights Under GDPR

You have a number of rights regarding your personal data. These rights are subject to certain conditions and exemptions under data protection law.

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in some cases, you can ask us to delete your data.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request that certain data be provided to you or another controller in a structured format.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. This helps protect your information and ensures we only disclose data to the correct person.

8. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary and provided by an authorised adult for a legitimate service-related purpose.

9. International Transfers

Where any processor stores or accesses personal data outside the United Kingdom, we will take appropriate safeguards to ensure the data remains protected in line with UK GDPR requirements.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any changes will take effect when published. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Commitment

Man With Van Bromley treats your personal data with care, using it only when necessary and on a lawful basis. We collect the minimum information needed, share it only with trusted processors where appropriate, keep it only for as long as required, and respect your rights under data protection law. This policy applies to all customers in the area who use our services.