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 and transport services. It applies to all Man With Van Bromley customers in the area, including individuals, families, tenants, landlords, and businesses who request or receive our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Bromley is a service provider offering removals, item transport, delivery assistance, and related moving support. In the course of delivering these services, we may process personal data about customers, their representatives, and in some cases third parties connected to a booking, such as building managers or recipients of deliveries. We aim to collect only the information necessary to provide a reliable, safe, and efficient service.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity data such as your name and any business name provided.
Contact data such as address, email address, and telephone number.
Booking details including moving dates, pickup and delivery locations, service requirements, and access information.
Payment information where needed to complete invoicing or confirm payment, although we do not keep more payment data than necessary.
Service and transaction records including quotes, job notes, correspondence, and complaints.
Technical data such as basic website or communication metadata if you interact with us through digital channels.
Special instructions relevant to handling items safely, for example fragile-item notes or building access details.

We do not intentionally collect unnecessary sensitive personal data. If such data is shared with us by mistake, we will treat it carefully and only process it where we have a lawful reason to do so.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and confirm bookings.
To carry out moving, collection, delivery, and related support services.
To communicate with you about your booking, timing, access, and service updates.
To manage payments, invoices, and accounting records.
To respond to enquiries, feedback, or complaints.
To meet legal, tax, insurance, and regulatory obligations.
To protect against fraud, misuse, or security incidents.
To improve service quality, planning, and operational efficiency.

We process data only where it is necessary and proportionate for these purposes. Where possible, we reduce the amount of personal data used and limit access to staff or trusted providers who need it for legitimate business reasons.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Man With Van Bromley relies on the following lawful bases depending on the situation:

Contract

We process data when it is needed to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the moving service, and taking payment where applicable.

Legitimate Interests

We may process data based on our legitimate interests where those interests are not overridden by your rights and freedoms. This can include managing our business, improving customer service, maintaining records, preventing fraud, and protecting staff and property.

Legal Obligation

We process certain information when required to comply with the law, such as tax, accounting, insurance, or record-keeping obligations.

Consent

In limited situations, we may rely on your consent, for example where it is appropriate to use optional marketing communications or certain non-essential data processing. You may withdraw consent at any time where consent is the basis used.

5. Sharing and Processors

We may share personal data with trusted third parties, known as processors, who help us operate our services. These may include:

Payment service providers for secure handling of transactions.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for data storage, communication, and system support.
Insurance providers where necessary for claims or policy administration.
Professional advisers such as accountants or legal advisers.
Subcontracted service partners who assist with deliveries or removals under our instructions.

All processors are required to handle data securely, process it only on our instructions, and take appropriate technical and organisational measures to protect it. We do not sell your personal data.

We may also disclose personal data where necessary to comply with a legal request, enforce our terms, protect our rights, or prevent unlawful activity.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected. Retention periods may vary depending on the type of information and why we hold it.

Booking and service records are kept for a period needed to manage the service and handle any follow-up issues.
Financial and accounting records are retained for the period required by tax and business law.
Complaint and claim records may be kept longer where needed to resolve disputes or defend legal claims.
Technical or security logs are stored only for as long as necessary for operational or protective purposes.

When data is no longer needed, we delete it securely or anonymise it so that it can no longer identify you. In some cases, we may need to retain limited information to meet legal obligations or handle potential future claims.

7. Data Security

We take appropriate measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and restricted sharing with trusted processors. While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the nature of the data we process.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limits, but we will always assess each request carefully.

Right of Access

You may request a copy of the personal data we hold about you and information about how it is used.

Right to Rectification

You may ask us to correct inaccurate or incomplete information.

Right to Erasure

You may request deletion of your data in certain circumstances, such as where it is no longer needed or you have withdrawn consent.

Right to Restrict Processing

You may ask us to limit how we use your data in specific situations.

Right to Object

You may object to processing based on legitimate interests, and in some cases to direct marketing.

Right to Data Portability

You may request that certain data you provided to us be transferred in a structured, commonly used format where technically feasible.

Where processing is based on consent, you may withdraw consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

9. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where necessary and incidental to a service arrangement, and only with appropriate lawful basis.

10. International Transfers

If personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it in line with applicable data protection requirements.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply to all customers in the area from the date it becomes effective.

12. Summary of Our Approach

Man With Van Bromley is committed to lawful, transparent, and secure handling of personal data. We collect only what is needed, use it for clear purposes, retain it only as long as required, and share it only with trusted processors or where the law requires. If you use our services, you can expect your information to be treated with care, respect, and confidentiality.