Privacy Policy - Man With A Van Brookgreen

Man With A Van Brookgreen is committed to protecting the privacy and personal data of all customers in the Brookgreen area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when we provide moving, delivery, transport, and related services. It applies to all Man With A Van Brookgreen customers in the area, including individuals, households, landlords, tenants, and businesses that use our services.

We handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, how long we keep it, and what rights you have over your information.

1. Information We Collect

We collect only the personal data that is necessary to provide our services safely, efficiently, and lawfully. The data we may collect includes:

Identity information such as your name and title
Contact details such as phone number and email address
Address details including pickup and delivery locations, billing address, and relevant access information
Service details such as the type of move, date, time, property access notes, item lists, and special handling requirements
Payment information such as invoice records, payment status, and limited transaction details
Communication records including enquiries, quotes, booking messages, and complaint correspondence
Technical information that may be collected through our systems, such as device identifiers, logs, and basic usage data where applicable

We do not intentionally collect special category personal data unless it is necessary and you have provided it voluntarily, or unless we are required to process it for a specific legal reason. If you share sensitive information with us, we will only use it where there is a lawful basis to do so and where appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

To provide moving, transport, and related services
To prepare quotations and confirm bookings
To plan routes, manage logistics, and allocate staff or vehicles
To communicate with you about your booking, timing, access, or service changes
To issue invoices, process payments, and maintain financial records
To handle complaints, disputes, claims, or customer support requests
To comply with legal obligations, including accounting and tax requirements
To improve service quality, safety, and internal operations
To prevent fraud, misuse, or unlawful activity

We always aim to use your personal data fairly and in a way that is compatible with the reasons it was collected. Where possible, we limit access to personal data to staff and authorised service providers who need it for legitimate business purposes.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. The lawful bases we rely on are:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, completing moves, and handling payment and service administration.

Legal Obligation

We may process data to comply with our legal obligations, such as record-keeping, tax compliance, accounting, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include service improvement, operational planning, fraud prevention, and internal record management. We conduct balancing tests where required to ensure this basis is used appropriately.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications or where you provide information that is not otherwise required to deliver our services. You may withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

4. Sharing Your Information

We may share personal data with carefully selected third parties known as processors or service providers. These parties process data on our behalf and only under our instructions. They are required to keep your data secure and use it only for the agreed purposes.

Processors may include:

Payment service providers who handle card or electronic payments
Accounting and bookkeeping providers who help with invoicing and financial record management
IT and cloud service providers who store or support our systems, email, or data management tools
Customer communication tools used to manage enquiries and booking messages
Vehicle or route management providers where operational planning tools are used
Professional advisers such as accountants, auditors, insurers, or legal advisers

We may also disclose information where required by law, to protect our rights, to prevent harm, or in connection with a legal claim, investigation, or regulatory request. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. The exact retention period depends on the nature of the information and the reason it was processed.

As a general approach:

Booking and service records are normally retained for a reasonable period to manage follow-up queries, disputes, and business records
Invoice, payment, and tax-related records are retained for the period required by law
Customer communication records are retained for as long as needed to resolve issues and maintain service history
Unused enquiry data may be deleted after a shorter period where no ongoing business purpose exists

When personal data is no longer needed, we will securely delete, destroy, or anonymise it. We review retention periods regularly to make sure data is not kept longer than necessary.

6. International Transfers

Where any processor or system used by us stores or accesses data outside the UK, we will ensure appropriate safeguards are in place. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent legal mechanisms designed to protect your information to an appropriate standard.

7. Security of Your Data

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from unauthorised access, loss, misuse, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of systems and processes.

While we work to protect your data, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with applicable law.

8. Your Rights

You have several 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 request correction of 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 cases
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
Right to withdraw consent – where processing is based on consent

These rights are not absolute and may be subject to exemptions or legal limits. We will respond to valid requests in line with applicable data protection law.

9. How to Exercise Your Rights

If you wish to exercise any of your rights, you may contact us using the usual business channels provided for service enquiries. We may need to verify your identity before responding to your request. We will aim to respond within the time limits set by law.

If you are unhappy with the way we handle your personal data, you also have the right to raise a concern with the UK Information Commissioner’s Office or your local data protection authority.

10. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or household move and is provided by an adult customer. Where children’s information is incidentally included, we will only process it as required to deliver the service or meet legal obligations.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updates will take effect when published or otherwise communicated through our normal business channels. We encourage customers to review this policy periodically.

12. Summary of Our Commitment

Man With A Van Brookgreen will process personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear service-related purposes, share it only with trusted processors or where required by law, and retain it for no longer than necessary. We respect your rights and aim to handle all personal data in a secure and responsible manner.

This policy applies to all Man With A Van Brookgreen customers in area.