Privacy Policy – Man And Van Westbrompton

Effective date: This Privacy Policy applies to all Man And Van Westbrompton customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our moving, delivery, and related services.

We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of data we collect, the lawful bases we rely on, how long we keep data, the processors we use, and the rights available to individuals.

1. Who this policy applies to

This Privacy Policy applies to all individuals who use or enquire about Man And Van Westbrompton services within the local area, including customers, prospective customers, account holders, recipients, and anyone whose personal data is provided to us in connection with a booking, quote, delivery, collection, or removal service.

By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. Personal data we collect

We only collect personal data that is necessary for providing and managing our services. The information we may collect includes:

Identity details such as your name and, where relevant, the name of a business or organisation.
Contact details such as address, phone number, email address, and preferred communication method.
Booking information such as service dates, locations, property access notes, inventory details, and service instructions.
Payment-related information such as billing information, payment confirmations, and transaction records. We do not store more payment data than is necessary for accounting and service administration.
Service history such as previous bookings, quotes, complaints, claims, and customer preferences.
Technical data where applicable, such as basic device or usage information generated through electronic communication channels.
Correspondence including emails, messages, call notes, and other communications relating to service enquiries or disputes.

In some cases, we may also process limited information about access arrangements, delivery requirements, or property conditions where this is needed to complete the job safely and effectively.

3. How we collect personal data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or message;
provide instructions before or during a service;
submit feedback, a complaint, or a claim;
make a payment or receive an invoice.

We may also receive personal data from third parties where it is necessary for service delivery, such as from landlords, property managers, business clients, or another individual authorised to arrange the service on your behalf.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract – to provide a quote, manage a booking, carry out moving or delivery services, process payments, and fulfil our obligations under a service agreement.
Legitimate interests – to manage our business efficiently, maintain service records, prevent fraud, improve customer service, respond to queries, and protect our legal rights, provided those interests are not overridden by your rights and freedoms.
Legal obligation – to comply with accounting, tax, insurance, transport, and other applicable legal requirements.
Consent – where required, for example for certain types of marketing communication or optional data processing. Where we rely on consent, you may withdraw it at any time.

We do not use your personal data for purposes that are incompatible with the reasons for which it was collected, unless we are legally allowed to do so.

5. How we use your data

Your personal data may be used for the following purposes:

to provide quotations and confirm bookings;
to plan, carry out, and complete moving or delivery services;
to communicate service updates and respond to enquiries;
to issue invoices, process payments, and maintain accounts;
to manage claims, complaints, and customer support matters;
to meet legal, insurance, and record-keeping obligations;
to protect our operations, staff, customers, and property;
to improve our services and internal procedures.

We may also use aggregated or anonymised information for analysis and service improvement. Anonymous data does not identify you personally.

6. Data sharing and processors

We may share personal data only when necessary and only with trusted third parties who help us operate our business. These third parties act as processors or independent controllers, depending on the circumstances.

Examples of processors may include:

Payment processors that handle secure payment transactions;
Accounting and bookkeeping providers that help with invoicing, tax records, and financial administration;
IT and cloud service providers that store or support business systems, email, and customer records;
Communication platforms used for sending service updates or managing enquiries;
Insurance or claims administrators where needed to assess or handle a dispute or claim;
Professional advisers such as accountants, auditors, or legal advisers.

Where we use processors, we take appropriate steps to ensure they process personal data only on our instructions, apply appropriate security measures, and comply with data protection obligations.

We may also disclose personal data if required by law, regulation, court order, or to protect our legal rights, safety, or legitimate business interests.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, tax, insurance, and contractual requirements.

Retention periods may vary depending on the type of data and the nature of the service. In general:

booking and service records may be retained for a reasonable period after completion of the service;
financial and invoice records are typically retained for the period required by law;
correspondence and complaint records may be kept for as long as needed to resolve the matter and for a short period afterwards;
data no longer required is securely deleted, anonymised, or destroyed.

We review retention on a regular basis to ensure data is not kept longer than necessary. When data is no longer needed, we make sure it is disposed of securely.

8. Security of personal data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality requirements, and staff training.

However, no method of transmission or storage is completely secure. While we work hard to protect your data, we cannot guarantee absolute security.

9. International transfers

If any processor or service provider stores or accesses data outside the UK, we will take appropriate steps to ensure that personal data remains protected to a standard consistent with UK data protection law. This may include the use of approved contractual safeguards or other lawful transfer mechanisms.

10. Your data protection rights

Under data protection law, you may have the following rights in relation to your personal data:

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 ask us to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive certain data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limits or exceptions. We will respond to valid requests in line with applicable data protection law.

11. How to exercise your rights

If you wish to exercise any of your rights, please contact us using the usual communication channels provided during your service arrangement. We may need to verify your identity before responding to your request. This is to protect your data and prevent unauthorised access.

We aim to respond without undue delay and within the time limits required by law. If your request is complex or numerous, we may extend the response period as permitted by law.

12. Children’s data

Our services are intended for adults and business users arranging moving or delivery services. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a lawful service request. If we become aware that we have collected data from a child without appropriate authorisation, we will take reasonable steps to delete it.

13. Complaints

If you have concerns about how we use your personal data, we encourage you to raise the matter through the usual contact route associated with your service. We will review concerns carefully and aim to resolve them fairly and promptly.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your data protection rights have been infringed.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

Summary of our approach

Man And Van Westbrompton processes personal data only where necessary, uses it for clear service-related purposes, retains it only for as long as needed, and works with trusted processors under appropriate safeguards. We respect your privacy and aim to keep all personal information secure, limited, and lawful.