Privacy Policy - Man With Van Brondesbury

This Privacy Policy explains how Man With Van Brondesbury collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man With Van Brondesbury customers in the Brondesbury area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy should be read carefully so that you understand what personal data we collect, why we collect it, the legal basis we rely on, how long we keep it, who we share it with, and what rights you have over your information. By using our services, making an enquiry, or otherwise providing us with personal data, you acknowledge that your information will be processed as described in this policy.

1. Information We Collect

We collect only the personal data that is relevant and necessary for the provision and management of our services. Depending on your interaction with us, the categories of data may include:

Identity data, such as your name, title, and where relevant business or company name.
Contact data, such as telephone number, email address, and address details needed for collection or delivery.
Service data, including moving dates, property access information, inventory notes, special handling requests, and service preferences.
Billing and transaction data, such as payment records, invoices, payment status, and financial information required to process charges.
Communication data, including emails, call notes, messages, feedback, complaints, and any other correspondence.
Technical data, such as basic website or device information if you contact us electronically, including IP address, browser type, and log details where applicable.
Operational data, such as booking history, service records, scheduling notes, and proof of service delivery.

We do not intentionally collect special category data unless it is strictly necessary for a specific service request and you choose to provide it. Special category data may include information about health, religion, or other sensitive matters. If such information is inadvertently shared with us, we will treat it with additional care and only process it where a lawful basis applies.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To plan, schedule, and deliver moving or transport services.
To verify customer details and manage bookings.
To communicate about service updates, access needs, delays, or changes.
To process payments, issue invoices, and manage refunds where necessary.
To maintain business records, service history, and operational logs.
To resolve complaints, disputes, or claims.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, internal processes, and customer experience.

We only use your information in ways that are consistent with the original reason it was collected, unless we reasonably believe another compatible purpose applies or we are required by law to do otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, carrying out removals or deliveries, and managing payments.

Legal Obligation

We may process personal data where required to comply with legal obligations, including tax rules, accounting requirements, insurance claims handling, and record-keeping duties.

Legitimate Interests

We may process personal data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing operations, maintaining internal records, preventing fraud, improving service quality, and defending legal claims.

Consent

In limited situations, we may rely on your consent, especially for optional communications or where sensitive information is provided without another lawful basis. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties that help us operate our business and deliver services. These third parties act as data processors or, in some cases, independent controllers. We only share information where necessary and with appropriate safeguards in place.

Typical processors and recipients may include:

Payment processors that handle card or electronic payments securely.
Accounting and bookkeeping providers who support invoicing, taxation, and financial administration.
IT and cloud service providers who store or support business systems, email, scheduling, or record management.
Insurance providers and claims handlers where an incident, loss, or damage must be reviewed.
Professional advisers such as legal, tax, or compliance consultants.
Subcontractors or operational partners who assist with moving, loading, delivery, or logistics tasks.
Authorities and regulators where disclosure is required by law or necessary to protect rights and property.

Where we use processors, they are required to process data only on our instructions, keep it secure, and use it solely for the agreed purpose. We take reasonable steps to ensure that any third party handling your data maintains an appropriate level of security and confidentiality.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and reporting obligations. The retention period may vary depending on the type of data and the nature of the service provided.

Booking and service records are typically retained for the duration needed to manage the service and handle any follow-up matters.
Financial and invoice records are usually retained for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a reasonable period to resolve disputes, support customer service, and protect legal interests.
Technical logs are kept only as long as necessary for security, troubleshooting, and system administration.

When personal data is no longer needed, we will delete, anonymise, or securely archive it in accordance with our retention practices and applicable law.

6. Security of Personal Data

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff awareness, and restricted use of personal data on a need-to-know basis.

While we strive to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs that affects your rights and freedoms, we will respond in line with our legal obligations and take steps to minimise harm.

7. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. These rights may not always apply in every situation, but we will assess each request carefully and respond in accordance with the law.

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 restrict processing – to ask us to limit how we use your data in specific cases.
Right to data portability – to request that data you provided be transferred to you or another controller, where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

8. International Transfers

In some cases, a processor or service provider may store or access data outside the United Kingdom. When this happens, we take steps to ensure that appropriate safeguards are in place so that your information remains protected to a standard consistent with UK data protection law.

9. Marketing and Communications

We do not send unnecessary marketing communications. If we ever use your contact details for optional updates or promotional messages, we will do so only where permitted by law and, where required, with your consent. You may opt out of such communications at any time.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

11. Summary of Our Commitment

Man With Van Brondesbury is committed to respecting your privacy and handling your data responsibly. We collect only the information needed to provide efficient moving and transport services, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. We also recognise and support your data protection rights and will take reasonable steps to help you exercise them.

This Privacy Policy applies to all Man With Van Brondesbury customers in the Brondesbury area.