Privacy Policy - Man With Van Brompton

This Privacy Policy explains how Man With Van Brompton collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Brompton customers in the area, including anyone who requests a quote, makes a booking, receives a service, or communicates with us in connection with a removal, delivery, or related transport service. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Brompton is the data controller for the personal data described in this policy. This means we decide why and how your personal data is used when providing our services. We take our responsibilities seriously and aim to collect only the information that is necessary to provide a reliable, safe, and efficient service.

2. Personal Data We Collect

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

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details including your address, email address, and telephone number.
Service details relating to your move, collection, delivery, access arrangements, inventory, preferred dates, and service instructions.
Payment information such as billing details and transaction records. We do not store more payment data than is necessary for administration, accounting, and proof of payment.
Communication records including emails, messages, call notes, complaint records, and any other correspondence.
Site and property access information such as floor level, parking instructions, lift availability, or special access requirements.
Technical data if you interact with our digital systems, for example basic device or usage information used to maintain security and functionality.

We generally collect data directly from you when you request a quote, confirm a booking, provide instructions, make a payment, or raise an enquiry. In some cases, we may also receive information from third parties such as estate agents, landlords, letting agents, business partners, or anyone authorised to arrange a service on your behalf.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To manage bookings, schedule jobs, and deliver the agreed service.
To communicate with you about your booking, updates, changes, and service-related matters.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, and customer support requests.
To maintain safety, security, and operational efficiency.
To comply with legal, accounting, tax, and insurance obligations.
To improve our services, training, and internal administration.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that it is needed for a compatible purpose or we are required to do otherwise by law.

4. Lawful Basis for Processing

We process your personal data only where a lawful basis exists under UK GDPR. Depending on the context, we may rely on one or more of the following bases:

Contract

Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes quoting, booking, arranging collections and deliveries, and fulfilling the services you have requested.

Legal Obligation

Processing is required to comply with legal obligations such as tax, accounting, record-keeping, health and safety, insurance, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include service administration, preventing fraud, improving operations, responding to disputes, and protecting our business and customers.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or uses not otherwise covered by contract, legal obligation, or legitimate interests. Where consent is used, you can withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide our services. These third parties act as processors or, in some cases, independent controllers. We ensure that appropriate safeguards are in place before data is shared.

Examples of processors and recipients may include:

Payment service providers who handle card or electronic payments.
Accounting and bookkeeping providers who support invoicing, tax, and financial record management.
IT and cloud service providers who host systems, manage communications, and maintain data security.
Customer management or scheduling tools used to organise bookings and service delivery.
Insurance providers, legal advisers, and claims handlers where necessary to manage risk, disputes, or obligations.
Subcontractors or crew members engaged to deliver the service you requested.
Public authorities or regulators where disclosure is required by law.

When processors handle personal data on our behalf, they are contractually bound to process it only according to our instructions, keep it secure, and not use it for their own purposes. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including to meet legal, accounting, and reporting requirements. The retention period depends on the type of data and the reason it was collected.

Booking and service records are typically retained for a period that allows us to manage queries, disputes, and service history.
Financial and tax records are retained for the period required by law.
Complaint, claim, and correspondence records may be kept longer where needed to resolve issues or defend legal claims.
Technical and security logs are retained only for as long as necessary for system protection and monitoring.

When personal data is no longer needed, we will securely delete it, anonymise it, or otherwise dispose of it in a safe manner.

7. International Transfers

If any of our processors or service providers store or access personal data outside the UK, we will take steps to ensure your information receives an adequate level of protection. This may include the use of approved contractual safeguards or relying on an adequacy decision where available.

8. Security of Your Data

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness, and supplier checks. However, no system can be guaranteed to be completely secure, and we encourage customers to share only the information needed for service delivery.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess your request carefully and respond appropriately.

Right of access – you may request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data where there is no good reason for us to continue processing it.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request your data in a structured, commonly used format where applicable.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office if you believe your data protection rights have been infringed.

10. Third-Party Information

If you provide personal data about another person, such as a family member, tenant, landlord, employee, or colleague, you should ensure that you have permission to do so and that they are aware of this policy. We will process such information in accordance with the same safeguards and principles described here.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Brompton is committed to protecting your privacy, using personal data responsibly, and being transparent about how information is handled. We only collect what we need, we only keep it for as long as necessary, and we share it only where there is a valid reason to do so. If you use our services in the area covered by this policy, your personal data will be managed in accordance with the principles set out above.