Privacy Policy - Man With A Van West Brompton

Effective date: This Privacy Policy explains how Man With A Van West Brompton collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van West Brompton customers in the area, including prospective customers, current customers, and anyone who makes an enquiry, books a service, or communicates with us in connection with our moving and van services.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains what information we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and the rights individuals have over their personal data.

When we refer to personal data, we mean any information that can identify an individual directly or indirectly. This may include names, contact details, addresses, booking details, payment-related information, and communications related to our services.

2. Data We Collect

We only collect data that is necessary to provide our services, manage customer relationships, and meet legal or operational requirements. The categories of personal data we may collect include:

Identity data: name, title, and any details provided when making an enquiry or booking.
Contact data: telephone number, email address, billing address, and service address.
Service data: information about the move or transport request, dates, locations, inventory notes, access details, and special instructions.
Transaction data: payment records, invoicing details, and records of charges or refunds.
Communication data: emails, messages, call notes, complaints, feedback, and correspondence relating to a booking or service.
Technical data: limited device or browser information if you interact with our digital systems, where applicable.

In some cases, we may also process limited special category data if you choose to provide it and it is necessary for the service, such as accessibility needs or health-related information relevant to the safe completion of a move. Where this occurs, we will ensure an appropriate legal basis and additional safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and carry out moving or transport services.
To communicate with customers about appointments, changes, and service updates.
To process payments, issue invoices, and manage accounts.
To handle complaints, resolve disputes, and maintain service records.
To comply with legal obligations such as tax, accounting, and record-keeping requirements.
To improve service quality, customer experience, and internal operations.
To protect against fraud, misuse, or unlawful activity.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless required or permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Man With A Van West Brompton relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out moving services, and managing payment or invoicing arrangements.

Legal Obligation

We may process personal data where necessary to comply with legal requirements, including accounting rules, tax obligations, insurance requirements, and record retention duties.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service improvement, business administration, internal record keeping, fraud prevention, and limited marketing communications where permitted by law.

Consent

Where required, we rely on consent, for example when processing certain optional information or when sending marketing communications that require permission. You can withdraw consent at any time, and doing so will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests

In exceptional circumstances, we may process information to protect someone’s vital interests, such as where urgent action is needed to prevent harm during a service.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, or reporting obligations. Retention periods depend on the type of data and the reason it is held.

Enquiry records: retained for a reasonable period to manage follow-up and customer service.
Booking and service records: retained for the duration of the service and afterwards for business, tax, and legal purposes.
Payment and invoicing records: retained for the period required by accounting and tax law.
Complaint or dispute records: retained until the matter is resolved and for an additional period where needed to defend legal claims.
Marketing preference records: retained until you opt out or the information is no longer needed.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is limited to what is necessary and regularly reviewed to ensure data is not kept for longer than needed.

6. Processors and Data Sharing

We may use trusted third-party service providers, known as processors, to help deliver our services. These processors only act on our instructions and are required to keep personal data secure and confidential. Depending on the service, processors may include:

Payment service providers for secure transaction processing.
Accounting or bookkeeping providers for financial administration.
IT, cloud storage, or software providers used for scheduling, communication, or record keeping.
Professional advisers such as accountants, insurers, or legal advisers.

We may also disclose personal data where necessary to comply with law, enforce agreements, protect rights, or prevent fraud and criminal activity. We do not sell personal data.

Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place to protect it in accordance with applicable data protection law.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of data handling practices. While we work to protect all information, no method of transmission or storage is completely secure, and users should also take care when sharing information with us.

8. Your Rights

Individuals whose data we process have a number of rights under data protection law. Subject to certain legal limitations, these may include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request that we limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage individuals to raise any concerns with us first so we can address them promptly.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is unavoidably included in service-related information provided by an adult customer. If we become aware that we have collected data unlawfully or without proper authority, we will take appropriate steps to delete or protect it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any updates will take effect when published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

11. Summary of Key Commitments

Man With A Van West Brompton is committed to handling personal data responsibly, securely, and lawfully. We collect only what is needed to provide and manage our services, use data on a clear lawful basis, keep it for no longer than necessary, share it only with appropriate processors and authorised parties, and respect the rights of all individuals whose information we process. This policy applies to all Man With A Van West Brompton customers in area.