Privacy Policy - Man With Van Bromley

This Privacy Policy explains how Man With Van Bromley collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related transport services. It applies to all Man With Van Bromley customers in the Bromley area, including anyone requesting a quote, booking a service, communicating with us, or otherwise engaging with our services. 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.

1. Who We Are

Man With Van Bromley operates as a service provider for removals, transport, and moving support in and around Bromley. For the purposes of data protection law, we act as the data controller for the personal data we collect and process in connection with our services. This means we determine why and how your personal data is used.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our services. Depending on the nature of your enquiry or booking, this may include:

Identity details such as your name.
Contact details such as phone number and email address.
Address information including pickup, delivery, billing, and property access details.
Booking and service information such as moving dates, item lists, special handling instructions, and service preferences.
Payment and transaction information where needed to process charges, refunds, or account records.
Communication records including correspondence, notes from phone calls, and messages related to bookings or complaints.
Technical data if you use our digital services, such as basic device or usage information collected for security and service performance.

We do not intentionally collect sensitive personal data unless you choose to share it with us for a specific service reason, such as access needs. If you provide such information, we will process it only where lawful and necessary.

3. How We Use Your Personal Data

Your personal data is used for legitimate business and service-related purposes, including:

providing quotes and confirming bookings;
planning and carrying out moving or transport services;
communicating about schedules, access arrangements, and service changes;
processing payments and maintaining financial records;
handling complaints, disputes, or service issues;
meeting legal, accounting, and regulatory obligations;
improving our services, processes, and customer experience;
protecting against fraud, misuse, or security incidents.

We will not use your data for purposes that are incompatible with the original reason it was collected unless we have a valid legal basis and, where required, your consent.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the context, the lawful basis may include:

Contract

We process your personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging bookings, and carrying out the move or related service.

Legal Obligation

We may process personal data where required to comply with legal obligations, such as tax, accounting, insurance, or 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 administration, internal record management, fraud prevention, and improving operations.

Consent

In limited circumstances, we may rely on your consent, for example where optional marketing or certain non-essential processing is involved. If we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary to deliver our services or comply with the law. Such parties may act as processors on our behalf or as separate controllers in their own right.

Examples of processors or service providers may include:

payment processors that handle card or electronic transactions;
cloud storage and IT support providers that help us securely store and manage records;
communication tools and booking systems used to manage customer enquiries and appointments;
accounting or invoicing providers that assist with financial administration;
professional advisers such as accountants, insurers, or legal advisers where necessary.

We require processors to act only on our instructions, to keep data secure, and to use appropriate technical and organisational safeguards. We do not sell your personal data.

In rare cases, we may disclose personal data to authorities, regulators, or law enforcement if required by law or to protect our rights, customers, or business operations.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including service delivery, accounting, tax, complaint handling, and legal compliance. Retention periods depend on the type of information and the reason for holding it.

As a general approach:

booking and service records are retained for a period necessary to manage the contract and resolve any disputes;
payment and invoice records are retained for legal and accounting purposes;
customer communications may be retained for quality, record-keeping, and evidence of instructions;
data no longer required is securely deleted, anonymised, or archived where appropriate.

Retention is reviewed regularly so that we do not keep personal data longer than needed. If a longer retention period is required by law or to defend legal claims, we may retain relevant records for that period.

7. Data Security

We take appropriate measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and minimisation of data access to only those who need it for service delivery.

While no system can be guaranteed completely secure, we work to maintain a level of protection that is proportionate to the risks associated with the data we process.

8. Your Rights Under GDPR

As a data subject, you have several rights in relation to your personal data. Subject to legal limitations, these include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in certain circumstances, you may ask us to delete your data.
Right to restriction – you may request that we limit how we use your data in specific situations.
Right to object – you may object to processing based on legitimate interests, including certain direct marketing.
Right to data portability – where applicable, you may receive data in a structured, commonly used format or ask for it to be transferred.
Right to withdraw consent – if processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements. We may need to verify your identity before fulfilling a request. Some rights may be limited where retention or processing is required by law.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. We only do this where necessary and in accordance with data protection law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. The most current version will apply to your use of our services. We encourage customers to review this policy periodically to remain informed about how their data is handled.

11. Summary of Our Approach

In summary, Man With Van Bromley collects only the personal data needed to provide moving and related services, uses it for clear and lawful purposes, keeps it only as long as necessary, and shares it only with trusted processors or where required by law. We are committed to respecting privacy rights and protecting the personal information of all customers in the Bromley area.

By using our services, making an enquiry, or booking with Man With Van Bromley, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.