Privacy Policy - Man And Van Brockley

This Privacy Policy explains how Man And Van Brockley collects, uses, stores, shares, and protects personal data in connection with the moving, delivery, and related services we provide. It applies to all Man And Van Brockley customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with us in relation to our services. We are committed to handling personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

For the purposes of data protection law, Man And Van Brockley is the data controller for the personal data described in this Policy. This means we decide how and why your personal data is used when we provide services, manage bookings, respond to enquiries, and fulfil legal or operational obligations.

2. Personal Data We Collect

We only collect personal data that is necessary for running our services and meeting our legal responsibilities. The types of information we may collect include:

Identity details such as your name and title
Contact information such as your address, email address, and phone number
Booking details such as service dates, property access information, item lists, and service preferences
Payment information such as payment status and transaction references
Communication records such as emails, messages, call notes, and complaint history
Service-related information such as delivery instructions, special handling requirements, and post-service feedback
Technical data where relevant, such as basic device or usage data if you interact with us electronically

We do not intentionally collect special category data unless it is clearly relevant and strictly necessary. If such information is ever shared with us, we will handle it with additional care and only where a lawful basis applies.

3. How We Collect Personal Data

We may collect your data directly from you when you:

Request a quotation
Make a booking or change an existing booking
Communicate with us by phone, email, or message
Provide instructions relating to a move or delivery
Submit feedback, a complaint, or a query

We may also receive data from third parties where necessary for service delivery, such as landlords, agents, payment providers, or business customers who arrange services on your behalf. In each case, we will only process the data where it is lawful and appropriate.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under GDPR. Depending on the purpose, we may rely on the following bases:

Performance of a contract

We process your data when it is necessary to provide a quote, manage your booking, carry out a move or delivery, confirm service details, and complete our obligations to you under a contract.

Legal obligation

We may process and retain certain data to comply with legal duties, such as tax, accounting, insurance, or dispute-handling obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer relationships, improving service quality, preventing fraud, maintaining records, and handling operational planning.

Consent

In some cases, we may ask for your consent, for example where the law requires it for certain optional communications or processing activities. Where we rely on consent, you can withdraw it at any time.

5. How We Use Your Data

We use personal data for the following purposes:

To provide moving, delivery, and related services
To prepare quotations and confirm bookings
To communicate service updates and instructions
To process payments and manage invoices
To maintain accurate business records
To deal with complaints, claims, and service issues
To comply with legal and regulatory obligations
To improve our services and customer experience

We use your information in a way that is relevant, proportionate, and limited to the purpose for which it was collected.

6. Sharing and Processors

We do not sell your personal data. We may share your information only where necessary and appropriate for the purposes described in this Policy. This may include trusted third-party service providers acting as processors on our behalf. These processors may include:

Payment service providers
IT and cloud storage providers
Accounting and bookkeeping providers
Administrative and communication service providers
Professional advisers such as insurers, lawyers, or consultants, where necessary

Where a third party acts as a processor, they are only permitted to process personal data under our instructions and must implement appropriate security measures. We require processors to handle data lawfully, securely, and only for the agreed purpose.

We may also disclose information where required by law, court order, or a competent authority, or where disclosure is needed to protect our rights, our customers, or the public.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason for processing. For example:

Booking and service records may be retained for a reasonable period after completion
Financial and tax records may be kept for the period required by law
Complaint and dispute records may be retained until the matter is resolved and for a further period where needed

When personal data is no longer required, we will securely delete it or anonymise it so it can no longer identify you.

8. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to be proportionate to the nature of the data and the risks involved. While no system can be guaranteed completely secure, we work to ensure that personal data is handled responsibly and protected as far as reasonably possible.

9. Your Rights

Under GDPR, you have several rights in relation to your personal data. Subject to legal limitations, you may have the right to:

Access your personal data
Rectify inaccurate or incomplete data
Erase your data in certain circumstances
Restrict the processing of your data
Object to processing based on legitimate interests or direct marketing
Data portability in certain cases
Withdraw consent where processing is based on consent

You also have the right to raise a concern with the Information Commissioner’s Office if you believe your data has not been handled in accordance with the law. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

10. Children’s Data

Our services are intended for adults arranging moving or delivery services. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a service request. If we become aware that data has been collected incorrectly, we will take appropriate steps to delete or protect it.

11. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place so that the data remains protected to a standard consistent with applicable law. Such safeguards may include approved contractual protections or other lawful transfer mechanisms.

12. Changes to This Policy

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

13. Summary of Key Principles

In summary, Man And Van Brockley processes personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to ensure your personal information is handled with care, security, and accountability.

This Privacy Policy applies to all Man And Van Brockley customers in area. By using our services, you acknowledge that your personal data may be processed as described above, in line with applicable data protection laws.