Privacy Policy - Man With Van Brixton

This Privacy Policy explains how Man With Van Brixton collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man With Van Brixton customers in the area, including individuals and businesses who enquire about, book, or receive moving and transport services. We are committed to handling personal data in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, recipients of deliveries, and other individuals whose personal data may be processed while arranging or carrying out a move. It also applies to anyone whose information is shared with us by a customer for the purpose of completing a service, such as building access details or delivery instructions.

2. Information we collect

We collect only the personal data that is necessary to provide our services, manage our business, and meet legal obligations. The categories of data we may collect include:

Identity information: name, title, and any other identifiers needed to confirm who you are.
Contact information: telephone number, email address, billing address, and service address.
Service details: move dates, item descriptions, property access details, parking or loading restrictions, and special handling requirements.
Payment information: payment confirmation, invoice records, and limited transaction details.
Communication records: correspondence relating to bookings, quotations, complaints, feedback, and service updates.
Technical information: basic website or device information where applicable, such as IP address or browser type, if used for security and service operation.

We do not seek to collect unnecessary data. Where possible, we will request information directly from you, but some details may be provided by a person acting on your behalf, such as a family member, estate agent, or business representative.

3. How we use personal data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan and carry out removals, deliveries, and related services;
to communicate with you about your booking or service changes;
to process payments and issue invoices;
to handle customer queries, complaints, and dispute resolution;
to maintain accurate business and financial records;
to meet legal, tax, insurance, and regulatory requirements;
to protect our business, staff, customers, and property from fraud or misuse;
to improve service quality, training, and operational efficiency.

We only use your data where it is relevant to these purposes and where we have a valid legal basis for doing so.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of personal data. Man With Van Brixton may rely on the following lawful bases:

Contract

We process data when it is necessary to perform a contract with you or to take steps before entering into one. For example, we need your name, address, and contact details to arrange a move, confirm the job, and provide the agreed service.

Legal obligation

We may process personal data when required to comply with legal obligations, including accounting, tax, record-keeping, and responses to lawful requests from authorities.

Legitimate interests

We may process certain information where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes managing bookings, maintaining records, preventing fraud, ensuring security, and improving our services. We always consider whether the processing is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, for example where optional marketing activity is involved or where we need permission for a specific additional use of data. Where consent is used, you may withdraw it at any time.

5. How we share data

We may share personal data with selected third parties only where necessary for service delivery, compliance, or business operations. These third parties act as processors or, in some cases, independent controllers. Categories of processors may include:

Payment service providers who help us process transactions securely;
Accounting and bookkeeping providers who assist with records and tax compliance;
IT and cloud service providers who store data or support communications systems;
Administrative and customer management tools used to manage bookings and service records;
Insurance providers where claims or incidents require review;
Professional advisers such as legal or financial consultants;
Public authorities where disclosure is required by law.

We require processors to handle data securely, use it only on our instructions, and protect it with appropriate technical and organisational safeguards. We do not sell personal data.

6. International transfers

Where any service provider stores or accesses data outside the UK, we will ensure that appropriate legal safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protection measures. We take steps to ensure that your information remains protected to a standard consistent with UK data protection law.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, and operational requirements. Retention periods vary depending on the type of data and the purpose of processing. In general:

booking and service records may be kept for a reasonable period after completion to manage queries or disputes;
financial and invoice records are typically retained for the period required by tax and accounting law;
correspondence may be retained as long as needed to resolve issues or maintain business records;
data held on the basis of consent is kept until consent is withdrawn or the data is no longer needed.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in line with our retention practices.

8. Data security

We use appropriate measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These may include access controls, secure storage, limited staff access, and regular review of our procedures. No system can be guaranteed to be completely secure, but we work continuously to reduce risk and handle data responsibly.

9. Your rights

Under data protection law, you have a number of rights regarding your personal data. Subject to legal conditions and exceptions, 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 some 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 usable format, where applicable;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise these rights, you may make a request using the communication channels provided by us. We may need to verify your identity before responding. We will respond within the time limits required by law.

10. Complaints

If you have concerns about how your personal data is handled, we encourage you to raise the issue so it can be reviewed. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been breached.

11. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in connection with a move arranged by a parent, guardian, or authorised adult. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how personal data is processed.

In summary: Man With Van Brixton processes personal data only where necessary, with a lawful basis, for clear business and legal purposes, and with respect for your rights under UK data protection law.