Privacy Policy - Man And Van Brockley

This Privacy Policy explains how Man And Van Brockley collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, and related services. It applies to all Man And Van Brockley customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Brockley acts as the data controller for the personal data we collect in connection with our services. This means we determine why and how your personal data is processed. We only collect information that is relevant, necessary, and proportionate for the services we provide.

2. Personal Data We Collect

We may collect different types of personal data depending on the service you request. The categories of data may include:

Identity information such as your name and, where necessary, proof of identity.
Contact details such as address, email address, and telephone number.
Service details including pickup and delivery addresses, access information, inventory details, and timing preferences.
Payment and billing information such as transaction records and invoice details.
Communication records including emails, messages, call notes, and service instructions.
Special instructions relating to fragile items, handling requirements, or access arrangements.
Technical data if you contact us online, such as IP address, device information, and browser data, where applicable.

We do not intentionally collect more information than is needed to deliver and manage our services. If you provide information about another person, you should ensure that you have the right to do so and that they understand this Privacy Policy where appropriate.

3. How We Use Your Data

We use personal data only where permitted by law and only for legitimate business purposes connected to our services. In practice, this may include:

Providing moving and transport services.
Preparing quotations, estimates, and service arrangements.
Scheduling jobs and managing operational logistics.
Processing payments and maintaining accounting records.
Communicating with you about bookings, changes, or service issues.
Meeting legal, tax, insurance, and regulatory obligations.
Handling complaints, disputes, or claims.
Improving our operations, customer service, and internal records.

We may also use data to protect our business and customers from fraud, misuse, or security threats. Any such use is limited to what is necessary and proportionate.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the context, our lawful bases may include:

Performance of a Contract

We process your personal data when it is necessary to provide a quote, arrange your booking, carry out the move, handle delivery instructions, or manage related service obligations. Without this data, we may not be able to deliver the service you requested.

Legal Obligation

We may process and retain certain data to comply with tax law, accounting requirements, insurance obligations, and other legal duties.

Legitimate Interests

We may process data for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service administration, record keeping, business improvement, fraud prevention, and secure operation of our services. We always consider whether the processing is necessary and whether it is balanced against your privacy rights.

Consent

In limited circumstances, we may rely on your consent, for example where optional marketing or non-essential communication is involved. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share information where necessary and under appropriate safeguards.

Our processors may include:

Payment service providers for handling card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for secure data storage, email, and business systems.
Customer communication tools for managing messages and service updates.
Insurance and claims partners where a claim or incident requires review.
Professional advisers such as accountants or legal advisers where needed.

All processors are required to process personal data only on our instructions, keep it secure, and comply with data protection law. We do not sell your personal data. We do not share personal data for unrelated purposes without a valid legal basis.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet any legal, accounting, or business obligations. The retention period depends on the type of information and the context in which it was collected.

Service records are generally kept for the period needed to manage the job and any follow-up issues.
Financial and invoice records are kept for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a reasonable period to resolve disputes and protect legal rights.
Security-related records are retained only as long as necessary for protection and review.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. Retention is not indefinite; we review stored data periodically to make sure it remains necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis.

While no system is completely risk-free, we take reasonable steps to safeguard your information and review our security practices from time to time. In the event of a serious data breach, we will respond in accordance with applicable law.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law. We take care to protect data wherever it is processed.

9. Your Rights

As a data subject, you have several rights in relation to your personal data. These rights are not absolute and may be subject to legal exceptions or limitations. 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 may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond within the timeframe required by law. To protect your privacy, we may need to verify your identity before we act on a request.

10. Children

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is necessary in connection with a service booking and provided by a parent, guardian, or authorised adult. If we become aware that we have collected personal data unlawfully from a child, 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 legal requirements, operational practices, or data protection standards. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Our Commitments

Man And Van Brockley is committed to respecting privacy and handling personal data responsibly. We collect only what we need, use it for clear and lawful purposes, share it only with trusted processors when necessary, and keep it only for as long as required. We also recognise and respect your rights under data protection law. Your trust matters to us, and protecting your personal information is part of the service we provide.