Privacy Policy - Man With Van Brompton

This Privacy Policy explains how Man With Van Brompton collects, uses, stores, shares, and protects personal data in connection with its moving, transport, and removal services. It applies to all Man With Van Brompton customers in area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us in relation to our business. We are committed to handling personal data fairly, lawfully, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the personal data that is necessary to provide our services, manage our operations, and meet our legal obligations. The type of data we may collect depends on how you interact with us and the services you request.

Information you provide directly

Identity details such as your name and, where relevant, business name.
Contact details such as your phone number and email address.
Service information including collection and delivery addresses, moving dates, access notes, inventory details, and special handling requirements.
Payment and billing information where needed to process invoices, payments, and refunds.
Communication records such as enquiries, feedback, complaints, and correspondence.

Information collected automatically

When you communicate with us electronically, we may collect limited technical data such as device type, browser information, and service-use logs. This information helps us maintain security, improve performance, and diagnose issues. We do not use this information to identify you unless necessary for service delivery or security purposes.

Information from third parties

We may receive personal data from third parties where this is necessary for the performance of a service or to support an agreed booking. For example, we may receive details from a property manager, estate agent, landlord, payment provider, or another party involved in the move. We only use such data in ways that are compatible with the purpose for which it was provided.

2. How We Use Personal Data

We use personal data for legitimate operational and contractual purposes. In particular, we may use your data to:

respond to enquiries and provide quotations;
arrange and deliver moving or transport services;
manage bookings, schedules, and route planning;
issue invoices, process payments, and maintain accounting records;
handle customer support, complaints, and service-related follow-up;
maintain safety, security, and fraud prevention controls;
comply with legal, tax, and regulatory duties;
improve service quality, efficiency, and customer experience;
defend or establish legal claims where required.

We do not sell personal data. We only use personal information for the purposes described in this policy or for closely related purposes that you would reasonably expect.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, Man With Van Brompton relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as preparing a quotation, confirming a booking, carrying out a move, or managing payment for services.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes managing enquiries, preventing fraud, maintaining service records, improving our operations, and ensuring the security of our systems and premises.

Legal obligation

We may process personal data where required to comply with legal duties, such as tax, accounting, insurance, health and safety, or regulatory obligations.

Consent

In limited situations, we may rely on your consent, for example where a specific optional service or communication requires it. If we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

4. Sharing and Processors

We may share personal data only when necessary and on a need-to-know basis. Any third party that processes personal data on our behalf is treated as a data processor and is required to handle data securely and only in accordance with our instructions.

Types of processors we may use

IT and cloud service providers that host systems, store records, or support communication tools.
Payment service providers that process card or electronic payments.
Accounting and bookkeeping providers that assist with financial administration.
Scheduling, booking, or customer management systems used to organise service delivery.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also disclose personal data to law enforcement, regulators, courts, or other public authorities where required by law or where it is necessary to protect our rights, customers, staff, or property.

All processors are selected carefully. We require them to apply appropriate technical and organisational security measures, to use data only for specified purposes, and to delete or return data when it is no longer needed.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting obligations. Retention periods vary depending on the nature of the record and the context in which it was created.

Quotation and enquiry records are generally retained for a reasonable period to manage follow-up, customer service, and business administration.
Contract and service records are retained for the duration of the service relationship and for a further period where necessary for legal claims, insurance, or dispute resolution.
Financial records are retained for the period required by tax and accounting law.
Correspondence and complaint records are retained as long as needed to respond properly and maintain evidence of actions taken.

When data is no longer required, we will delete, anonymise, or securely archive it in accordance with our retention practices. We aim to keep retention proportionate and defensible.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the nature of the data and the risks involved.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the legal basis for processing and the circumstances of the request.

Rights available to you

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can ask us to delete personal data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to data portability – you can ask for data you provided to us in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
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 will review your request and respond within the time limits set by law. We may need to verify your identity before acting on a request. Some rights may be limited where we have a legal obligation to retain or process data.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection law. Such safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

9. 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 changes will take effect when the revised policy is published or otherwise communicated to you. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

10. Scope of This Policy

This Privacy Policy applies to all personal data processed by Man With Van Brompton in connection with its services and business operations. It applies to all Man With Van Brompton customers in area, whether services are requested online, by phone, by email, or through any other channel. By using our services, you acknowledge that your personal data will be handled in accordance with this policy and applicable law.

In summary: we collect only necessary data, process it on a lawful basis, retain it for appropriate periods, share it only with trusted processors and required authorities, and respect your rights under GDPR.