Privacy Policy
Man with Van Brockley Privacy Policy
This Privacy Policy explains how Man with Van Brockley collects, uses, stores and protects personal data relating to customers and prospective customers in the Brockley area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By contacting us, requesting a quote or using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Brockley customers and prospective customers in the Brockley area who contact us, request information or use our man and van services. It covers personal data collected through telephone enquiries, online enquiries, written correspondence, and any other direct communication with us relating to our services.
Data Controller
For the purposes of data protection law, Man with Van Brockley is the data controller of the personal data described in this Privacy Policy. This means that we decide how and why your personal data is processed, and we are responsible for ensuring that the processing is carried out in accordance with applicable data protection laws.
Personal Data We Collect
We only collect personal data that is necessary for the provision of our services, the administration of our business, or where required by law. The types of personal data we may collect include:
Name and contact details, including your full name, address, pick up and delivery addresses, and any other relevant location information you provide.
Contact information such as telephone number and any other communication details you choose to provide to arrange or manage your booking.
Service details including information about the items to be moved, dates and times of the move, access instructions, and any specific requirements you inform us of.
Billing and payment information, such as invoicing details and records of payments made and received. We do not store full card details if payments are processed through a separate payment provider.
Communication records including emails, messages, and notes of conversations related to quotes, bookings, complaints, or feedback.
Technical and usage information when you interact with any online forms we may provide, such as date and time of enquiries and basic device or browser details where relevant to security and system operation.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, provide feedback or otherwise communicate with us. This can be by telephone, online contact form, written correspondence or other direct means.
We may also receive personal data about you from third parties where they are authorised to share it with us, for example where another person books our services on your behalf and provides your contact or address details so that we can complete the move.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, the lawful bases we rely on are:
Contract. We use your personal data to provide you with quotes, confirm and deliver our man and van services, communicate about your booking, and manage payments and invoices. This processing is necessary to enter into and perform a contract with you.
Legitimate interests. We may use your data for our legitimate business interests, such as managing our relationship with you, improving our services, maintaining accurate business records, ensuring security of our operations, and pursuing or defending legal claims. We balance these interests against your rights and only rely on this basis where your interests and fundamental rights do not override our legitimate interests.
Legal obligations. We may process and retain certain data where required to comply with legal and regulatory obligations, such as tax and accounting rules and responding to lawful requests from authorities.
Consent. In limited situations, we may rely on your consent, for example where you have specifically asked us to keep your details for future contact beyond what is necessary for your booking. Where processing is based on consent, you have the right to withdraw that consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes and respond to enquiries about our man and van services.
To set up, confirm and manage bookings, including contacting you about dates, times, access and any specific instructions.
To deliver our services on the day of the move, including using address, contact and access information you have provided.
To manage billing, payment processing, receipts and invoices, and to maintain accounting and financial records.
To handle complaints, queries or disputes, and to maintain evidence of our interactions with you.
To improve our services, for example by reviewing feedback and internal records of how our services are used.
To comply with legal and regulatory requirements and to cooperate with lawful requests from public authorities when required.
Data Sharing and Processors
We do not sell or rent your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, including:
Service providers who act as data processors on our behalf, such as IT and communications providers, payment processors, accounting or administration services, and secure data storage providers. These processors are only permitted to process your data in accordance with our instructions and for the purposes we specify.
Professional advisers such as accountants, legal advisers or insurers where necessary for the management of our business, the protection of our legal rights, or compliance with legal obligations.
Public authorities, regulators or law enforcement agencies where we are legally required to do so or where disclosure is necessary to protect our rights, your safety or the safety of others.
Where we use processors, we require them to implement appropriate security measures and to protect your personal data in line with data protection laws.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. The specific retention periods may vary depending on the type of data and the context of your interactions with us, but as a general guide:
Enquiry data that does not lead to a booking may be retained for a limited period to manage follow up queries, monitor demand and improve our services.
Booking and service records, including your contact details, address information, and details of services provided, are typically kept for several years after the end of the service to comply with tax, accounting and legal record keeping obligations, and to deal with any potential disputes or legal claims.
Communication records and complaint information are retained for as long as necessary to manage and resolve issues, and to maintain an accurate history of our interactions with you.
When data is no longer required it is securely deleted or anonymised so that it can no longer be associated with you.
International Transfers
Our core services are provided within the United Kingdom. If any of our processors or service providers transfer or store personal data outside the United Kingdom or the European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as relying on adequacy regulations or using standard contractual clauses approved for this purpose.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, alteration, disclosure or loss. These measures include limiting access to personal data to those who need it for their role, using secure systems for storing and transmitting information, and maintaining safeguards to reduce the risk of data breaches. While we take reasonable steps to protect your data, no system can be completely secure and you should take care when providing personal information, especially over open networks.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
Right of access. You can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure. In some circumstances, you can request that we delete your personal data. This right is not absolute and may not apply where we need to retain data for legal obligations or to establish, exercise or defend legal claims.
Right to restrict processing. You can ask us to restrict the processing of your personal data in certain situations, for example while we are checking its accuracy or investigating an objection.
Right to object. You can object to processing based on our legitimate interests. We will stop processing unless we have compelling legitimate grounds which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
Right to data portability. In certain cases, you can request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where this is technically feasible.
Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our business practices or legal requirements. Any changes will take effect from the date the updated policy is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we process and protect your personal data.
