Privacy Policy - Man With Van Brent

Man With Van Brent is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, delivery, packing, and related services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Man With Van Brent customers in the area, including individuals who request quotes, make bookings, communicate with us, receive services, or otherwise interact with our business. By using our services, you acknowledge that your personal data may be processed as described below.

1. Who We Are

For the purposes of data protection law, Man With Van Brent acts as the data controller for the personal data we collect and process in connection with our services. This means we decide why and how your personal data is used. In some cases, we may also use third-party service providers, who process data on our behalf as data processors.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, and meeting legal obligations. The information we may collect includes:

Identity details such as your name and title.
Contact details such as telephone number and email address.
Service details including pickup and delivery addresses, moving dates, access requirements, inventory information, and service preferences.
Billing and payment information such as payment status, invoice details, and records of transactions.
Communication records including enquiries, booking notes, complaints, and correspondence with us.
Technical information if you contact us through digital channels, such as IP address or device-related data, where applicable.
Special instructions you provide to help us complete a job safely and efficiently.

We do not intentionally collect special category data unless it is strictly necessary and you choose to share it with us. We ask that you avoid including sensitive personal information unless it is relevant to the service.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or other channels;
provide information needed for a move or delivery;
submit feedback or make a complaint;
make a payment or request an invoice.

We may also receive information from third parties where necessary, such as from a person who books on your behalf, a landlord, business client, or another service provider involved in the arrangement. In such cases, we take reasonable steps to ensure the data is used fairly and lawfully.

4. Why We Use Your Personal Data

We use personal data to carry out our business and provide our services. This may include:

responding to enquiries and providing quotes;
arranging and delivering moving, transport, packing, or related services;
managing bookings, scheduling, and operational planning;
processing payments and issuing invoices;
maintaining service records and business administration;
handling complaints, claims, and customer support;
meeting legal, tax, accounting, and insurance obligations;
improving our services and internal processes;
protecting our business, staff, customers, and property.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes quoting, booking, carrying out a move or delivery, and managing associated communications and billing.

Legal Obligation

We may process personal data to comply with legal obligations, including tax, accounting, fraud prevention, regulatory requirements, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, internal administration, customer support, and business security.

Consent

In limited cases, we may rely on your consent, for example if you choose to receive certain types of optional communications. Where consent is used, you can withdraw it at any time.

6. How We Share Your Data

We only share personal data when necessary and appropriate. We may disclose information to trusted processors and service providers who support our operations. These may include:

payment service providers;
accounting and bookkeeping providers;
IT, hosting, and communications providers;
booking, scheduling, or customer management tools;
insurance and claims-related providers;
professional advisers such as lawyers or accountants;
delivery or subcontracted service partners where needed to complete a job.

All processors are required to handle personal data securely, process it only on our instructions, and comply with data protection law. We do not sell personal data. We may also disclose data if required by law, court order, or lawful request from a public authority.

7. International Transfers

Where any processor or service uses systems outside the UK, we take appropriate steps to ensure your personal data remains protected. This may include using approved safeguards such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms permitted under applicable law.

8. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including legal, accounting, tax, and insurance requirements. Retention periods may vary depending on the type of data and relationship involved.

Customer and booking records are generally retained for a period needed to manage services and resolve disputes.
Financial and tax records are retained for the period required by law.
Complaint or claim records may be retained longer where needed to defend legal rights or manage insurance matters.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

9. Data Security

We use reasonable 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 practices, and careful selection of processors.

Although we work hard to protect your data, no system is completely secure. We therefore cannot guarantee absolute security, but we take appropriate steps to reduce risks.

10. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to legal limits and exceptions, but we will always assess your request fairly. Your rights include:

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 ??? in certain circumstances, you can ask us to delete your data.
Right to restrict processing ??? you can ask us to limit how we use your data in some situations.
Right to object ??? you can object to processing based on legitimate interests or direct marketing.
Right to data portability ??? in some cases, you can ask for your data in a reusable format.
Right to withdraw consent ??? where we rely on consent, you can 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 set by law.

11. Children???s Data

Our services are not primarily intended for children. We do not knowingly collect personal data from children unless it is necessary in connection with a service and provided by a responsible adult or authorised representative. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

12. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects. If this changes in the future, we will update this Privacy Policy and explain the safeguards that apply.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. The most recent version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically.

14. Complaints

If you are concerned 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 (ICO) if you believe your data protection rights have been violated.

In summary, Man With Van Brent processes personal data fairly, securely, and only for legitimate reasons connected to our services. We collect only what is needed, retain it for appropriate periods, and respect your rights under data protection law. This Privacy Policy applies to all Man With Van Brent customers in the area and is intended to provide clear, transparent information about how we handle personal data.