Privacy Policy - Man With A Van Brentford

This Privacy Policy explains how Man With A Van Brentford collects, uses, stores, shares, and protects personal data when providing removals, delivery, and related moving services. It applies to all Man With A Van Brentford customers in the Brentford area, including individuals who enquire about our services, request quotations, book a move, or otherwise interact with us in connection with our business.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Personal Data We Collect

We may collect and process different types of personal data depending on how you use our services. The information we collect is limited to what is necessary for running our business and delivering our moving services effectively.

Information you provide directly

Identity details such as your name.
Contact details such as your telephone number and email address.
Service details including pick-up and delivery addresses, property access information, item descriptions, moving dates, and service preferences.
Billing information where required for invoicing, payment processing, or bookkeeping.
Communication records such as emails, messages, call notes, and booking requests.

Information collected automatically

Technical data such as device type, browser type, and basic usage information if you contact us through digital channels.
Operational records such as job dates, service notes, and records of completed work.

Information from third parties

In some cases, we may receive data from third parties acting on your behalf, such as estate agents, landlords, property managers, storage providers, or business clients arranging a move for you. We only use such information where appropriate and where there is a lawful basis to do so.

2. How We Use Personal Data

We process personal data only for specific and legitimate purposes connected to our services. These may include:

responding to enquiries and providing quotations;
booking, planning, and carrying out removals and deliveries;
communicating with customers about schedules, access arrangements, and service updates;
issuing invoices, handling payments, and maintaining financial records;
meeting legal, regulatory, tax, and accounting obligations;
managing customer service, complaints, and service quality;
maintaining internal business records and operational planning;
preventing fraud, misuse, or unlawful activity;
protecting our rights, property, staff, and customers.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to use your personal data. Depending on the situation, we rely on one or more of the following:

Contract — when processing is necessary to take steps at your request before entering into a contract, or to perform a contract for moving or related services.
Legal obligation — when we are required to keep records or disclose information under tax, accounting, or other legal requirements.
Legitimate interests — when processing is necessary for our legitimate business interests, such as managing bookings, improving services, protecting against fraud, or maintaining business records, provided your rights do not override those interests.
Consent — where we ask for your clear permission for a specific purpose, such as certain optional communications. You may withdraw consent at any time where it is the basis relied upon.

If we ever need to process special category data or other sensitive information, we will only do so where lawful and necessary, and we will provide additional protections as required by law. In normal circumstances, we do not intentionally collect special category data.

4. How Long We Keep Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the nature of the information and the reason it was processed.

Quotation and enquiry records are typically kept for a reasonable period to allow follow-up, customer service, and business record-keeping.
Customer service and job records are retained for the duration necessary to manage the move, resolve issues, and maintain internal records.
Financial and accounting records are kept for the period required by law.
Correspondence may be retained where needed to demonstrate decisions, communications, or agreements.

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

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf or as independent controllers where necessary. We only share the minimum information required and take steps to ensure it is protected appropriately.

Examples of processors may include:

IT and hosting providers that help us store and manage records securely;
communication service providers used for email, phone, or messaging support;
accounting and invoicing providers that assist with billing, bookkeeping, and tax compliance;
payment service providers that process transactions securely;
business administration providers that help with record management and operations;
professional advisers such as accountants, insurers, or legal advisers when required;
subcontractors or operational partners involved in completing a customer booking where necessary for the service.

Where processors are used, they are expected to handle personal data only under our instructions and to implement suitable technical and organisational measures to protect it. We do not sell personal data.

6. International Transfers

If any service provider processes data outside the United Kingdom, we will take appropriate steps to ensure your information remains protected in accordance with applicable law. This may include using approved contractual safeguards or relying on an adequate transfer mechanism where required.

7. Data Security

We use reasonable and appropriate measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These may include access controls, secure storage, limited internal access, and care in how records are handled. While we work hard to protect information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions.

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 information.
Right to erasure — to request deletion of your data in certain circumstances.
Right to restrict processing — 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 where applicable.
Right to data portability — to receive certain data in a structured, commonly used, machine-readable format where applicable.
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your rights have not been respected. We encourage you to contact us first so we can review and address the issue promptly.

9. Children’s Data

Our services are intended for adults and business customers arranging moving services. We do not knowingly collect personal data from children unless it is incidentally included in booking or household information and only where necessary for service delivery.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Privacy Commitments

Man With A Van Brentford will only collect personal data that is necessary, use it for clear and lawful purposes, keep it only for as long as needed, and share it only with trusted processors or parties where required for service delivery or legal compliance. We respect your privacy and aim to process all customer data in a secure, transparent, and lawful manner.

This Privacy Policy applies to all Man With A Van Brentford customers in the Brentford area.