Privacy Policy
Man with Van Brondesbury Privacy Policy
This Privacy Policy explains how Man with Van Brondesbury collects, uses, stores and protects personal data relating to our services. It applies to all Man with Van Brondesbury customers and prospective customers in the Brondesbury area, including individuals and businesses who contact us, request a quote or use our removal and transport services.
We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This notice sets out the types of personal information we collect, the purposes for which we use it, the lawful bases we rely on, and the rights you have in relation to your data.
Personal Data We Collect
We only collect information that is necessary for the provision and management of our services. The personal data we may collect includes:
Identification and contact information such as name, postal address, service address, billing address and general location in the Brondesbury area.
Contact details such as email address and any telephone contact details you choose to provide.
Service details such as preferred moving dates and times, pick up and drop off locations, details about items to be moved and any access instructions you choose to share.
Payment related information such as payment confirmations and records of invoices and payments. We do not store full card details if you pay by card; these are processed by secure payment processors.
Communication records such as enquiries, booking confirmations, messages, complaints, feedback and any other correspondence between you and us.
Technical and usage data where applicable, such as basic information about how you reached us or interacted with our online presence, for example the date and time of your enquiry. We do not seek to use this information to identify you directly.
How We Collect Personal Data
We collect personal data from you directly when you contact us to request information, a quote or a booking, whether by phone or other communication methods.
We may also obtain personal data when you provide details during the removal or transport service itself, for example updated access instructions or new contact details on the day.
In some cases, we may receive limited information about you from third parties, such as comparison platforms or referral partners, but only where this is necessary to provide a requested service and where those third parties have permission to share your details with us.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so. The primary purposes and corresponding lawful bases are:
To provide and manage our services. We use your personal data to arrange quotes, plan routes, organise staff and vehicles, complete moves and related services. The lawful basis for this is the performance of a contract or taking steps at your request before entering into a contract.
To communicate with you. We use your contact details to respond to enquiries, confirm bookings, send updates about your service and deal with any questions or issues. The lawful basis is performance of a contract and our legitimate interests in providing customer service.
To manage payments and accounting. We process data related to invoices, payments and any refunds for accounting, financial and tax purposes. The lawful basis is performance of a contract and compliance with our legal obligations.
To improve our services. We may use non sensitive personal data such as feedback and basic usage information to review and improve our services, routes and processes. The lawful basis is our legitimate interests in developing our business and services, balanced against your privacy rights.
To handle legal claims and compliance. We may use your information to respond to legal requests, enforce our terms or manage disputes. The lawful basis is our legitimate interests in protecting our business and compliance with legal obligations.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements.
Contact and service data relating to bookings and completed services are generally retained for up to six years after the end of the relevant financial year, in line with typical limitation periods and accounting rules.
Enquiry data where no booking is made may be kept for a shorter period, typically up to two years, to enable us to respond to follow up questions and monitor service demand.
In some cases, we may retain data for longer if required by law or where necessary in connection with ongoing disputes or claims. When personal data is no longer required, we will securely delete or anonymise it.
Data Processors and Third Parties
We sometimes use trusted third party service providers to support the operation of our business. These organisations act as data processors and only process your personal data on our instructions and for the purposes described in this Privacy Policy.
Examples of third party processors include:
Payment processing providers who handle card or online payments in a secure manner.
Accounting and bookkeeping services who assist us in managing our financial records.
Information technology and hosting providers who support any systems, devices or storage that hold personal data.
Communication service providers who help deliver messages or store communication records.
We require all third party processors to respect the security of your personal data and to treat it in accordance with the law. They are not permitted to use your personal data for their own purposes.
We may also share limited personal data with other third parties where required by law, such as regulators, law enforcement bodies or tax authorities, or where necessary to establish, exercise or defend legal claims.
International Transfers
Our primary operations are based in the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other mechanisms approved by data protection law, to protect your data.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal information to those who have a need to know it for business purposes, using secure storage methods and following data minimisation principles.
While we take reasonable steps to protect your information, no system can be guaranteed as completely secure. You should also take care when providing personal data, especially when using shared or public devices.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. These rights apply to all Man with Van Brondesbury customers and prospective customers in the Brondesbury area, subject to certain legal limitations and exemptions.
Right of access. You have the right to request a copy of the personal data we hold about you and to obtain information about how it is processed.
Right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to retain it.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.
Right to object. You have the right to object to processing based on our legitimate interests, where you believe your rights and interests outweigh our reasons for processing.
Right to data portability. In some cases, you may be able to request that we provide you with a copy of your personal data in a commonly used, machine readable format or transfer it to another controller.
Right to withdraw consent. Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights in relation to Man with Van Brondesbury, you can contact us using the usual communication methods you use for bookings or enquiries. We may need to verify your identity before responding to your request.
We aim to respond to all valid requests within one month. If your request is complex or you have made a number of requests, this period may be extended, but we will keep you informed.
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office or another relevant supervisory authority if you are not satisfied with our response.
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 protection practices. Any changes will apply from the date the updated version is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all personal data processed by Man with Van Brondesbury in connection with services provided to customers and prospective customers in the Brondesbury area.
