Privacy Policy - Man With Van Brimsdown

This Privacy Policy explains how Man With Van Brimsdown collects, uses, stores, shares, and protects personal data in connection with our removals, transport, and moving services. It applies to all Man With Van Brimsdown customers in the area, including individuals, households, and businesses that use our services for local, regional, or long-distance moves. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We encourage you to read this policy carefully so that you understand what personal data we collect, why we collect it, how long we keep it, and what rights you have over it. This policy applies whenever you contact us, request a quote, make a booking, receive a service, or otherwise interact with us in relation to our moving and van services.

1. Information We Collect

We collect only the personal data that is necessary for our services, legal obligations, and business operations. The information we may collect includes:

Identity details such as your name, title, and, where relevant, the name of your business or organisation.
Contact details such as your phone number, email address, and moving or service address.
Booking and service details including move dates, service instructions, property access requirements, inventory lists, and any special handling needs.
Payment information such as billing records, payment confirmation, and transaction references. We do not store full card details unless clearly necessary and lawful.
Communication records including emails, messages, complaint details, and notes from phone calls or service discussions.
Usage and technical information where applicable, such as basic website or device data, IP address, browser type, and cookie-related information used for security or analytics.
Special category data only when strictly necessary and provided by you, for example if you disclose health-related information that affects the moving service. We will handle such data with extra care and only where a lawful basis applies.

We do not intentionally collect more information than we need. If you choose to share additional details with us, we will treat them as personal data and protect them appropriately.

2. How We Use Your Personal Data

We use your personal information to provide reliable, safe, and efficient moving services. Typical purposes include:

preparing quotations and estimates;
confirming and managing bookings;
planning routes, staffing, and vehicle allocation;
communicating updates regarding your service;
issuing invoices and processing payments;
handling complaints, claims, or service issues;
maintaining business and tax records;
meeting legal and regulatory obligations;
improving our services, operations, and customer experience;
protecting against fraud, misuse, or unauthorised activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law allows that use.

3. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. For example, we need your contact, address, and service details to arrange and complete a move.

Legal Obligation

We may process and retain certain records to meet legal, tax, accounting, insurance, or regulatory requirements. This may include invoice records and proof of transactions.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. Examples include managing appointments, improving service quality, preventing fraud, and maintaining internal records. We always consider whether the processing is proportionate and necessary.

Consent

In some cases, we may rely on your consent, especially for optional communications or non-essential cookies. Where consent is used, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare circumstances, we may process limited personal data to protect someone’s vital interests, such as in an emergency where health or safety is involved.

Special category data will only be processed where a specific legal condition applies, such as your explicit consent or where it is necessary to protect vital interests or establish legal claims.

4. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purpose it was collected, including satisfying legal, accounting, and reporting obligations. Retention periods vary depending on the type of data and the purpose of processing.

Customer and booking records are usually kept for as long as needed to manage the service and any follow-up issues.
Invoice and tax records are retained for the period required by law, typically several years.
Correspondence and complaint records may be retained for a reasonable period to manage disputes, claims, or service history.
Technical and security logs are kept only as long as necessary for system protection and operational monitoring.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed periodically to ensure we do not keep data longer than necessary.

5. Processors and Third Parties

We may share personal data with trusted processors who support our business operations. These parties act on our instructions and are required to handle data securely and in line with data protection law. Processors may include:

payment service providers;
accounting or bookkeeping providers;
IT, hosting, storage, and security providers;
email or communication service providers;
customer management or administrative software providers;
professional advisers such as insurers, lawyers, or accountants where necessary.

We may also share data with third parties where required by law, to prevent fraud, to protect our rights, or to assist with a legal claim. If a service involves subcontractors or drivers, they may receive the minimum information needed to complete the job safely and effectively.

All processors are selected carefully and are expected to maintain appropriate technical and organisational measures to keep personal data secure. We do not sell your personal information.

6. International Transfers

Where any of our service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent legal protections required by data protection law.

7. Security of Your Data

We take reasonable and appropriate measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, encryption where suitable, staff confidentiality obligations, and internal procedures for handling data securely.

However, no system can be guaranteed to be completely secure. If we become aware of a data breach affecting your personal data, we will assess the risk and take action in accordance with legal requirements.

8. Your Rights

Depending on the circumstances, you have rights under data protection law in relation to your personal data. These may 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 request your data in a structured, commonly used format in some cases.
Right to withdraw consent – where processing relies on consent.
Right to lodge a complaint – with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

We may need to verify your identity before responding to a rights request. Some rights are subject to legal exceptions, and we may not be able to comply fully in every case, but we will explain our decision clearly.

9. Children’s Data

Our services are generally intended for adults and business customers. We do not knowingly collect data from children unless it is necessary in connection with a service request and provided by a responsible adult or authorised person. If we become aware that we have collected children’s data without a valid reason, we will take steps to delete it.

10. 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. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

By using the services of Man With Van Brimsdown, you acknowledge that your personal data will be processed in accordance with this Privacy Policy and applicable data protection laws. We are committed to treating your information with care, confidentiality, and respect.