Privacy Policy - Man With A Van Bromley

This Privacy Policy explains how Man With A Van Bromley collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Man With A Van Bromley customers in the Bromley area, including individuals and businesses who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that we may process your personal data as described in this policy. We only collect information that is necessary for legitimate business purposes, and we take appropriate steps to keep it secure and to use it fairly and lawfully.

1. Information We Collect

We may collect different types of personal data depending on how you interact with us and the services you request. This may include:

Identity details: your name, title, and, where relevant, business name.
Contact details: telephone number, email address, and service address or collection address.
Booking information: details about the move or delivery, dates, times, property access, item lists, and any special handling needs.
Payment and billing data: invoice details, payment confirmations, and transaction records. We do not store more payment information than is necessary for accounting and legal purposes.
Communication records: messages, emails, call notes, complaint details, and any preferences you share with us.
Service-related information: photographs or notes relating to item condition, access issues, or service requirements.
Technical information: if you use our digital services, we may collect basic device or browser data and website usage information through standard logs or cookies, where applicable.

We generally collect personal data directly from you when you request a quote, make a booking, or contact us. In some cases, we may also receive data from third parties such as estate agents, landlords, businesses, or other authorised representatives acting on your behalf.

2. How We Use Your Data

We use personal data only for purposes that are relevant to our services and operations. These include:

providing quotes, confirming bookings, and carrying out removals or deliveries;
communicating with you about your service requirements, schedule changes, or updates;
handling invoices, payments, refunds, and accounting records;
responding to enquiries, complaints, and service feedback;
maintaining internal records and service history;
improving our operations, training, and customer service;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, and customers from fraud, misuse, or unlawful activity.

We do not use your personal information for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and it is permitted by law.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing activity. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data when it is necessary to prepare for or perform a contract with you. This includes taking booking details, managing the move, arranging delivery, and handling payment.

Legal Obligation

We may process and retain certain information to meet legal requirements, including tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer enquiries, improving our services, protecting against fraud, and maintaining secure business records. Where we rely on legitimate interests, we assess whether the processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive optional communications or where consent is needed for certain cookies or marketing activities. If we rely on consent, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or independent controllers depending on the circumstances.

Processors may include:

accountants and bookkeepers who assist with financial records;
IT and hosting providers who support secure data storage and communications;
payment service providers who process transactions;
insurance providers or claims handlers where relevant to a service issue;
professional advisers such as lawyers or consultants;
subcontracted removal or logistics workers who support the service delivery;
data storage, backup, or security service providers.

We require processors to use personal data only on our instructions, to keep it secure, and to comply with data protection law. We do not sell personal data. We may disclose information when required by law, court order, or lawful request from authorities.

5. International Transfers

Where any service provider stores or accesses data outside the UK, we will take appropriate steps to ensure that your personal data remains protected. This may include the use of approved transfer mechanisms and contractual safeguards. We only transfer data where it is necessary and lawful to do so.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. The exact retention period depends on the type of information and the reason for processing.

Quotation and enquiry records: normally kept for a limited period to manage follow-up enquiries and business administration.
Booking and service records: retained for the duration of the customer relationship and for a reasonable period afterwards for dispute handling, service history, and operational reasons.
Accounting and tax records: retained for the periods required by law.
Complaint or claims records: retained long enough to resolve the matter and meet any legal or insurance obligations.

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

7. Data Security

We take 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 confidentiality obligations, and regular review of our procedures.

Although we work hard to protect your information, no system is completely secure. We therefore encourage customers to share only the information necessary for service delivery and to notify us promptly if they suspect any issue involving their data.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These may include:

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

Some rights may not apply in every case, as legal exceptions can limit how they are exercised. We will always assess requests carefully and respond in line with data protection law.

9. Children’s Data

Our services are intended for adult customers and business users. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household move or service request and only where necessary for the delivery of that service. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or operational requirements. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically to stay informed about how their data is handled.

11. Summary of Our Commitment

Man With A Van Bromley is committed to processing personal data lawfully, fairly, and transparently. We only collect what is necessary, use it for clear purposes, retain it responsibly, and protect it using appropriate safeguards. We respect your rights and aim to handle every customer’s information with care and professionalism.

This Privacy Policy applies to all Man With A Van Bromley customers in the area. By continuing to use our services, you acknowledge that you have read and understood this policy.