Privacy Policy - Man With A Van Brompton

This Privacy Policy explains how Man With A Van Brompton collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, and related services. It applies to all Man With A Van Brompton customers in the area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

1. Who We Are

Man With A Van Brompton is a service provider that arranges and carries out transport and moving services. In the course of our business, we may need to collect and process information about customers, recipients, suppliers, and website or phone enquirers. We act as a data controller for personal data we determine the purpose and means of processing.

2. Information We Collect

We only collect data that is necessary for the delivery of our services, the management of customer relationships, and our legal obligations. The personal data we may collect includes:

• Identity details such as name and title
• Contact details such as address, email address, and telephone number
• Service details such as moving dates, pickup and delivery locations, access notes, inventory items, and special handling requirements
• Payment and billing information such as invoice records and transaction details
• Communication records such as enquiries, complaints, feedback, and service updates
• Technical information where applicable, such as device or usage data collected through our digital systems
• Legal and compliance information such as records required for tax, insurance, or dispute resolution

We may also collect limited information about third parties when a customer provides it to us for service purposes, for example a recipient’s delivery address or access instructions. Customers are responsible for ensuring that they have the right to share such information with us.

3. How We Use Personal Data

We process personal data only for specific, legitimate purposes. These purposes include:

• Providing quotes and responding to enquiries
• Planning, scheduling, and delivering moving or transport services
• Contacting customers about bookings, changes, delays, or service requirements
• Processing payments, issuing invoices, and maintaining financial records
• Handling complaints, claims, and customer support
• Meeting legal, tax, accounting, and insurance obligations
• Preventing fraud, misuse, or security incidents
• Improving our services, procedures, and customer experience

We will not use your personal data in a way that is incompatible with the purposes described above unless we are required or permitted by law to do so.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under data protection law. Depending on the context, we rely on one or more of the following:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, carrying out services, and managing payment.

Legal Obligation

We may process and retain certain information to comply with laws and regulations, including tax, accounting, insurance, 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, business administration, fraud prevention, and responding to queries.

Consent

In limited circumstances, we may rely on consent, for example where it is required for optional communications or certain types of data processing. Where consent is used, you can withdraw it at any time.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for the duration of the customer relationship and any subsequent period required by law. Retention periods vary depending on the type of data and the reason for processing.

As a general approach, we retain:

• Enquiry records for a reasonable period to manage follow-up and customer service
• Booking and service records for the period needed to complete the contract and resolve any disputes
• Financial and accounting records for the period required by tax and accounting law
• Complaint, claim, or incident records for as long as needed to manage legal or insurance matters

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

6. Processors and Data Sharing

We may share personal data with trusted third-party service providers who act as data processors on our behalf. These processors only handle data under our instructions and are required to protect it appropriately. Examples may include:

• Payment service providers that process transactions
• Accounting or bookkeeping providers that help maintain financial records
• IT and cloud hosting providers that store or support business systems
• Communication service providers that enable email, messaging, or customer updates
• Insurance or claims-handling providers where needed for service-related issues

We may also disclose data to professional advisers, regulators, law enforcement agencies, courts, or other authorities where required by law or where necessary to protect our legal rights.

We do not sell personal data. Where any processor or recipient is located outside the UK, we will ensure appropriate safeguards are in place before transferring data, in accordance with applicable law.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and internal procedures for handling data securely. While no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

8. Your 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 data portability – to request data you provided to us in a portable format where applicable
• Right to object – to object to processing based on legitimate interests, including direct marketing where relevant
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

These rights are not absolute and may be subject to legal conditions or exemptions. If we cannot comply with a request, we will explain why where appropriate.

9. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is incidental to the provision of a service and necessary for that service. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updates will apply from the date they are made effective. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

At Man With A Van Brompton, we aim to process personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear business and legal purposes, retain it for no longer than necessary, and work with processors who uphold suitable security and confidentiality standards. Your privacy matters to us, and we are committed to respecting your rights throughout every stage of our service.