Privacy Policy

Man with Van Bromley Privacy Policy

This Privacy Policy explains how Man with Van Bromley collects, uses, stores, shares and protects personal data of its customers and prospective customers within the Bromley area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. By using our services or contacting us to request a quote, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Bromley customers, prospective customers and website visitors in the Bromley area who contact us, request information, obtain a quote or use our moving and transportation services. It covers all personal data that we process in the course of running our services, whether that data is collected online, by telephone or in person.

Data Controller

For the purposes of data protection law, Man with Van Bromley is the data controller. This means we determine the purposes and means of processing your personal data. Where we use third parties to process personal data on our behalf, those third parties act as data processors and must comply with our instructions and applicable data protection laws.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and the services you use. The categories of data we may collect include the following.

Identification and contact details such as your name, address, service address, delivery address, and other relevant location details. We may also collect details of any person you nominate to be present at collection or delivery locations, where required to provide the service.

Service and booking details such as preferred moving dates and times, type and size of move, inventory or description of items to be moved, access details at collection and delivery points, parking or permit information, and any special instructions you provide.

Payment and transaction data such as records of payments made, payment status, invoices, quotes and receipts. We do not store full payment card details when payments are processed through secure third-party payment providers.

Communication data including the content of enquiries, quotations, booking confirmations, complaints, feedback and any other correspondence you have with us by phone, online forms or other channels.

Technical and usage data such as basic information about how you access our website, including device type, approximate location, and pages visited. This information may be collected using cookies or similar technologies, where applicable and in accordance with your preferences.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, complete a booking, communicate with us by telephone or online, or provide information to our staff on the day of your move. We may also generate personal data internally when creating job records, invoices, and service notes based on information you have provided.

In some cases, another person may provide your personal data, for example if a relative or business colleague books our services on your behalf. In these situations, we rely on that person to confirm that you are aware of this Privacy Policy and that you are happy for your data to be shared with us for the relevant purpose.

Lawful Basis for Processing

We always process your personal data under at least one lawful basis provided by data protection law. The main lawful bases we rely on are:

Contractual necessity. We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide quotes, accept bookings, plan routes, carry out moves, issue invoices and manage payments.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. These interests include managing and improving our services, handling enquiries and complaints, maintaining records for internal reporting and ensuring the security and efficiency of our operations.

Legal obligation. We may process certain personal data to comply with our legal and regulatory obligations, including accounting, taxation and record-keeping requirements.

Consent. In limited circumstances, such as where required for optional marketing communications, we may rely on your consent. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this Privacy Policy.

How We Use Your Personal Data

We use your personal data to provide and manage our moving and transportation services, respond to enquiries, supply quotes, confirm bookings, plan and complete moves, manage payments and communicate with you about your booking. We also use your data to maintain accurate business records, improve our services and handle any complaints or disputes.

Where you have given consent or where we are otherwise permitted by law, we may use your contact details to send you information about services that are similar to those you have already used or enquired about. You can opt out of such communications at any time.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors and provide services that help us run our business. These processors may include companies providing payment processing, accounting support, secure data storage, customer management systems and communications services.

All processors we engage are required to process personal data only in accordance with our instructions, to keep it secure and confidential, and to comply with applicable data protection laws. We may also share limited personal data with drivers or crew members where necessary to plan and complete your move, for example addresses, contact details and service instructions.

In some circumstances we may need to share your personal data with professional advisers such as accountants, or with public authorities where we are legally required to do so, for example in connection with tax obligations or legal claims.

International Data Transfers

Our core operations are based in the United Kingdom. If any of our service providers transfer or store personal data outside the United Kingdom or the European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or other measures recognised under data protection law, to protect your personal data.

Data Retention

We keep your personal data only for as long as reasonably necessary to fulfil the purposes set out in this Privacy Policy and to meet legal, accounting or reporting requirements. The exact retention period will depend on the nature of the data and the reasons for which it was collected.

In general, records relating to bookings, moves, invoices and payments are retained for a period required by applicable tax and accounting laws. Enquiry and quote information may be kept for a shorter period, unless it leads to a booking or is needed to respond to questions or disputes. When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked back to you.

Data Security

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction. Measures may include access controls, secure storage, staff training and regular review of our data handling practices. While we strive to protect your personal data, no system can be guaranteed to be completely secure and you share information with us at your own risk.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply in most situations, but may be subject to certain conditions and exemptions.

Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of the personal data we hold about you, together with information about how we use it.

Right to rectification. You have the right to ask us to correct inaccurate personal data and to complete incomplete data that we hold about you.

Right to erasure. In certain circumstances, you may have the right to ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have the right to object to direct marketing at any time.

Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to request that it is transferred to another controller where technically feasible.

To exercise any of your rights, please contact us and provide enough information to identify you and understand your request. We may need to request additional information to verify your identity before responding. We aim to respond to all valid requests within the time permitted by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in legal requirements. When we make significant changes, we will take reasonable steps to inform you. The most recent version of this Privacy Policy will always apply to the personal data we hold about you.