Privacy Policy - Man With Van Bromleycommon

This Privacy Policy explains how Man With Van Bromleycommon collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, and related services. It applies to all Man With Van Bromleycommon customers in the area, including individuals, households, landlords, tenants, and business customers who use our services locally. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Bromleycommon provides man and van removals, furniture transport, delivery support, loading and unloading assistance, and related services. In providing these services, we act as a data controller for the personal information we collect and process about our customers, prospective customers, suppliers, and others who contact us. This means we determine the purposes and means of processing personal data.

2. Personal Data We Collect

We only collect the information necessary to provide our services, manage bookings, meet our legal obligations, and improve our operations. The types of personal data we may collect include:

Identity details such as name and, where relevant, business name.
Contact details such as address, email address, and telephone number.
Booking details including moving dates, collection and delivery addresses, service requirements, and special instructions.
Payment information such as payment confirmation, billing records, and transaction references. We do not store full card details unless absolutely necessary and permitted by the payment process used.
Service-related information such as item lists, access information, parking arrangements, and property conditions needed to carry out the move safely.
Communication records including emails, messages, notes from phone calls, complaints, and customer feedback.
Technical data if you contact us through digital channels, such as basic device or usage information collected by our systems.

We may also receive personal data from third parties where appropriate, for example from someone making a booking on your behalf, a landlord, estate agent, insurer, payment provider, or a subcontractor supporting the service.

3. How We Use Personal Data

We process personal data to operate our services efficiently and lawfully. Typical uses include:

responding to enquiries and providing quotations;
managing bookings and scheduling moves;
performing the moving, transport, loading, and unloading services requested;
processing payments, invoices, and refunds where applicable;
communicating with customers about service updates or changes;
handling complaints, claims, disputes, and insurance matters;
maintaining records for accounting, tax, and legal compliance;
protecting against fraud, misuse, loss, or damage;
improving our service quality, planning, and customer experience.

We do not use personal data for purposes that are incompatible with the reasons for which it was collected unless required or permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the situation, Man With Van Bromleycommon may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, carrying out the move, and managing payment-related matters.

Legal Obligation

We may process and retain certain information to meet legal and regulatory obligations, including tax accounting requirements, insurance-related obligations, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal 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 planning, customer support, fraud prevention, internal administration, and improving our operations. When we rely on legitimate interests, we consider the impact on your privacy and ensure appropriate safeguards are in place.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or specific uses not covered by other lawful bases. Where consent is used, you may withdraw it at any time. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in ordinary circumstances, but may be used if necessary to protect someone’s vital interests or where processing is required for a task in the public interest under applicable law.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including for legal, accounting, tax, and dispute-resolution requirements. Retention periods vary depending on the type of information and the reason it was collected.

Booking and service records are generally kept for a period necessary to manage the service and any aftercare or claims that may arise.
Financial and accounting records are retained for the period required by tax and bookkeeping laws.
Correspondence and complaint records may be kept for a reasonable period to help resolve issues and demonstrate compliance.
Technical and security-related records may be kept for a shorter period unless needed for investigations or legal purposes.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. We apply retention controls so that information is not kept longer than necessary. Data minimisation is part of our standard practice.

6. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and appropriate. These parties are required to handle data securely and in line with applicable data protection law.

Processors

Processors may include:

IT and hosting providers;
email and communication service providers;
accounting and bookkeeping systems;
payment processing providers;
customer management and scheduling tools;
storage or document management providers;
professional advisers acting on our behalf where appropriate.

We ensure processors only act on our instructions, use appropriate security measures, and do not use personal data for their own unrelated purposes.

Other Disclosures

We may also share personal data with:

insurers and claims handlers;
law enforcement, courts, regulators, or other public authorities where required by law;
subcontractors or vehicle operators involved in delivering the service;
estate agents, landlords, tenants, or business representatives where necessary to complete a booking.

Where personal data is disclosed to another controller, that organisation is responsible for its own data protection compliance.

7. International Transfers

Where any of our processors or service providers are located outside the UK, we will take reasonable steps to ensure your personal data is protected to a standard that is essentially equivalent to UK GDPR requirements. This may include the use of appropriate contractual safeguards or transfer mechanisms recognised by law.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness, and restricted sharing on a need-to-know basis. However, no system can be guaranteed completely secure, and we encourage customers to share only the information necessary for the service.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always consider your request carefully. Your 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 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 is based on consent.

You also have the right to raise concerns about how we handle personal data. If you believe your rights have been infringed, you may contact the relevant data protection supervisory authority in the UK. We would appreciate the opportunity to resolve any issue directly first, where possible.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is provided incidentally as part of a household or service arrangement and only where necessary to provide the requested service. If we become aware that we have collected children’s data without a lawful basis, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or internal practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

Man With Van Bromleycommon is committed to handling personal data responsibly, transparently, and in a way that respects your privacy. We collect only the information needed to deliver our services, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors or other parties where required. We aim to ensure that every customer in the Bromleycommon area can use our services with confidence that their personal data is treated with care and in compliance with data protection law.