Privacy Policy - Man And Van Westbrompton

This Privacy Policy explains how Man And Van Westbrompton collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Westbrompton customers in the area, including individuals and businesses who request moving, delivery, packing, loading, unloading, storage support, or related services. We are committed to handling personal information in a lawful, fair, and transparent way 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 And Van Westbrompton 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 data is used. We only process personal information where we have a valid legal basis and only for purposes that are relevant to delivering our services, managing our business, and meeting our legal obligations.

2. Personal Data We Collect

We collect only the information necessary to provide and manage our services effectively. The categories of personal data we may collect include:

Identity details such as your name, title, and business name if applicable.
Contact details such as email address, phone number, and service address.
Booking information including dates, times, service type, moving requirements, and special instructions.
Payment and billing information such as transaction records, invoice details, and payment status.
Property and access information where required to complete a move safely, including floor level, parking restrictions, lift access, or loading instructions.
Communication records such as emails, messages, call notes, and service-related correspondence.
Technical data if you interact with digital systems used for administration, including basic device, browser, or usage information.

We do not intentionally collect special category data unless it is strictly necessary, there is a lawful basis to do so, and you have been informed. Special category data includes information about health, religion, political views, biometric data, or other sensitive details. If such information is ever shared with us incidentally, we will treat it with extra care and only process it where permitted by law.

3. How We Use Your Data

Your personal data is used for legitimate business and service-related purposes. These may include:

Managing enquiries and quotations.
Scheduling and carrying out moving or transport services.
Communicating with you about bookings, updates, and service changes.
Preparing invoices, taking payments, and maintaining financial records.
Handling complaints, claims, and customer support issues.
Maintaining internal administration, service records, and operational planning.
Meeting legal, accounting, insurance, and regulatory obligations.
Protecting our business, customers, staff, and property from fraud or misuse.

We only use your data where it is necessary and proportionate. We do not sell personal data. We also do not use your information for unrelated purposes that would be unexpected or incompatible with the original reason it was collected.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Man And Van Westbrompton relies on the following lawful bases depending on the context:

Performance of a contract – when processing is needed to provide a service you have requested, such as managing a booking or completing a move.
Legitimate interests – when we use data to operate efficiently, improve service quality, maintain security, prevent fraud, or handle internal administration, provided your rights do not override those interests.
Legal obligation – when we must retain or disclose data to comply with tax, accounting, insurance, or other legal duties.
Consent – where we rely on your permission for a specific activity, such as optional communications or certain non-essential processing. You may withdraw consent at any time where it is being used as the lawful basis.

Where we process special category data, we will only do so if an additional condition under data protection law applies.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected. Retention periods depend on the type of data, the nature of the service, and any legal requirements that apply. In general:

Booking and service records are kept for as long as needed to complete the service and manage follow-up issues.
Financial and tax records are retained for the period required by law, including accounting and HMRC-related obligations.
Communication records are retained for a reasonable period to manage queries, evidence agreements, and resolve disputes.
Claims and complaint records may be kept longer if necessary to defend legal claims or support insurance matters.

When personal data is no longer needed, it will be securely deleted, anonymised, or archived in line with our retention procedures. We review retention needs regularly to ensure we do not keep data longer than necessary.

6. Data Processors and Sharing

We may share personal data with trusted processors who help us provide services or manage business operations. These third parties only process data on our instructions and are required to protect it appropriately. Examples may include:

Payment service providers.
Accounting and bookkeeping providers.
IT, cloud storage, and data backup providers.
Communication and administrative service providers.
Insurance or claims-related service providers where needed.

We may also share data with professional advisers, regulators, or authorities where necessary to comply with law, prevent fraud, enforce agreements, or protect the rights and safety of our customers, staff, or business.

Where personal data is transferred to a third party, we take reasonable steps to ensure appropriate safeguards are in place. If data is transferred outside the UK, we will only do so where lawful protections exist, such as an adequacy decision or appropriate contractual safeguards.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, limited access on a need-to-know basis, and procedures for responding to suspected data incidents.

However, no system can be guaranteed to be completely secure. We therefore encourage all customers to take reasonable care when sharing information and to notify us promptly if they believe their data may have been compromised in connection with our services.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limitations, these rights 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 restrict processing – to ask us to limit how we use your data in some situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant supervisory authority if you believe your data protection rights have not been respected. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

9. Automated Decision-Making

We do not use fully automated decision-making or profiling in a way that produces legal or similarly significant effects for customers. If this changes in future, we will provide appropriate notice and explain your rights.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we handle personal data. Any updates will take effect when published. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Commitment

Man And Van Westbrompton is committed to handling personal information responsibly and lawfully. We collect only the data needed to deliver our services, use it for clear and legitimate purposes, retain it only for as long as necessary, and share it only with trusted processors or where required by law. All customers in the Westbrompton area are covered by this policy, and we aim to ensure that every person’s data is treated with care, respect, and transparency.