Privacy Policy

Man With a Van Brentford Privacy Policy

This Privacy Policy explains how Man With a Van Brentford collects, uses, stores and protects personal data relating to customers and prospective customers in the Brentford area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man With a Van Brentford customers, and anyone who contacts us for enquiries or quotations, in Brentford and the surrounding area.

Who We Are

Man With a Van Brentford is a local moving and transport service provider. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect from you in connection with our services.

Personal Data We Collect

We may collect and process the following types of personal data when you use our services or contact us:

Identification and contact details such as your name, address, moving addresses, and preferred contact details.

Booking and service information such as requested dates and times, types of items to move, access details for properties, and specific instructions you give us.

Payment-related information such as records of payments made and payment method used. We do not store full card details when payments are processed through a third-party provider.

Communication records such as enquiries, quotes, messages, and any correspondence relating to bookings, complaints, or feedback.

Technical information such as basic device or browser details and general usage patterns of our website, collected through standard server logs or similar technologies.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, online form, or other communication methods, when you request a quotation, when you make a booking, and while we provide the service to you.

We may also collect certain limited technical data automatically when you visit our website, such as anonymised usage data derived from standard analytics tools.

Purposes and Lawful Bases for Processing

We process your personal data only when we have a lawful basis to do so. The main purposes and lawful bases are as follows:

To provide our moving and transport services. We use your identification, contact, and booking details to deliver the services you have requested. The lawful basis is the performance of a contract or taking steps at your request before entering into a contract.

To manage quotations and enquiries. We use your contact details and any information you provide about your move to prepare and send quotations. The lawful basis is the performance of a contract or taking steps at your request before entering into a contract.

To process payments and prevent fraud. We use payment-related information to process your payments and maintain records for accounting and tax purposes. The lawful bases are the performance of a contract, compliance with legal obligations, and our legitimate interests in preventing fraud and managing our business.

To communicate with you about your booking. We use your contact details to confirm bookings, provide updates, request additional information, handle complaints, and respond to feedback. The lawful bases are the performance of a contract and our legitimate interests in maintaining good customer service.

To improve our services and website. We may use anonymised or aggregated data to understand how customers use our services and to improve efficiency, safety, and user experience. The lawful basis is our legitimate interests in developing and improving our services.

To comply with legal and regulatory requirements. We may process your data to comply with tax, accounting, and other legal obligations. The lawful basis is compliance with a legal obligation.

For marketing, where permitted. We may occasionally send you information about similar services that may be of interest, where this is allowed by law. The lawful basis is our legitimate interests in promoting our business, or your consent where required. You can opt out at any time.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.

Service and booking records are generally retained for a period that allows us to respond to queries and maintain accurate business and tax records. After this period, data will be securely deleted or anonymised.

Communication records such as emails and enquiry forms may be retained for a reasonable period to handle follow up questions and to demonstrate how we handled your requests.

If we process your data based solely on your consent, we will stop that processing if you withdraw your consent, although we may still retain a minimal record of your request for legal and administrative purposes.

Data Sharing and Processors

We do not sell your personal data. We only share your data when it is necessary for the operation of our services or when required by law.

We may share personal data with trusted third-party service providers acting as data processors who assist us in delivering our services. These may include payment processing providers, website hosting and analytics providers, and information technology support services.

Where we use processors, they may only process your personal data in accordance with our instructions, must keep it secure, and must not use it for their own purposes.

We may also share your personal data with professional advisers such as accountants or legal advisers where necessary for our legitimate business interests or to comply with legal obligations.

We may disclose personal data where required by law, regulation, court order, or a legitimate request from law enforcement or regulatory authorities.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that adequate safeguards are in place to protect your personal data, in line with data protection law. These safeguards may include the use of standard contractual clauses or equivalent legal mechanisms.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to only those staff and processors who need it, and taking reasonable steps to ensure that they are aware of and comply with their data protection responsibilities.

While we take reasonable steps to protect your data, no system can be completely secure. You are responsible for taking reasonable precautions when sharing personal information with us and when using our website or communication channels.

Your Data Protection Rights

Under data protection law, you have various rights regarding your personal data. These rights may be subject to certain conditions and legal exceptions.

Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of the data we hold about you.

Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Right to restrict processing. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we consider a request for rectification or objection.

Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is necessary for legal claims.

Right to data portability. In certain circumstances, you have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to request that we transmit that data to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any changes will be effective from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.