Privacy Policy - Man With A Van Brent

Man With A Van Brent is committed to protecting the privacy and personal data of every customer, enquiry, and user of our services. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Man With A Van Brent customers in the Brent area, including individuals who request quotes, book removals or delivery services, communicate with us, or otherwise use our services. By engaging our services, you acknowledge that your personal data may be processed as described below.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity information such as your name and, where needed, company name.
Contact details including phone number, email address, billing address, collection address, and delivery address.
Booking and service details such as move date, service type, item descriptions, access requirements, and special handling instructions.
Payment and transaction information such as payment status, invoices, and records of payments received.
Communication records including messages, notes from calls, complaint details, and correspondence relating to quotes or bookings.
Technical information if you interact with our digital systems, such as basic device or usage data collected for security or performance purposes.
Evidence or verification data where required for fraud prevention, insurance, or contract fulfilment.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, or unless we are legally required to process it. If such data is provided to us, we will handle it with increased care and only for a lawful purpose.

2. How We Use Personal Data

We use personal data for clear and limited purposes, including:

providing quotes and managing bookings;
planning and carrying out removals, deliveries, and related services;
communicating with customers about scheduling, access, and service updates;
processing invoices, payments, refunds, and accounts;
handling complaints, disputes, and service issues;
maintaining records for insurance, tax, legal, and regulatory compliance;
improving our operations, customer service, and business efficiency;
protecting against fraud, misuse, or unauthorised access.

We only use your data for purposes that are compatible with the reason it was collected. If we need to use it for a new purpose, we will ensure a lawful basis exists before doing so.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, confirming a booking, collecting service details, and completing the agreed service.

Legal Obligation

We may process and retain certain data where required to comply with legal duties, including accounting records, tax requirements, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, fraud prevention, security, and record keeping.

Consent

In limited cases, we may rely on your consent, for example if we need permission to use specific optional data or to send certain types of non-essential communication. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s life or physical safety.

4. Sharing and Processors

We may share personal data only when necessary and only with trusted third parties that help us operate our business. These third parties act as processors when they process data on our behalf, and they are required to handle data securely and lawfully.

Examples of processors may include:

payment providers and invoicing systems;
accounting and bookkeeping services;
IT and cloud storage providers;
communication or customer management tools;
insurance providers or claims-related services;
professional advisers, such as accountants or legal advisers, where necessary.

We may also share personal data with third parties where disclosure is required by law, court order, or to protect our rights, property, customers, or staff.

Where processors are used, we ensure appropriate contracts are in place so that your personal data is protected and processed only on our instructions. 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. Retention periods vary depending on the type of information and the reason for processing.

Booking and service records are kept for as long as needed to manage the service and handle follow-up matters.
Financial and tax records are retained for the period required by law.
Complaint, dispute, and insurance-related records may be kept for longer if needed to resolve claims or protect legal rights.
General correspondence is kept only as long as necessary for business administration.

When data is no longer required, it is securely deleted or anonymised so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited data access, and regular review of our information handling practices.

While we take data security seriously, no system can be guaranteed completely secure. We therefore encourage customers to share only the information that is necessary for the service.

7. Your Rights

Under data protection law, you have important rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access - you may request a copy of the personal data we hold about you.
Right to rectification - you may ask us to correct inaccurate or incomplete data.
Right to erasure - you may request deletion of your data in certain situations.
Right to restrict processing - you may ask us to limit how we use your data in certain cases.
Right to object - you may object to processing based on legitimate interests or direct marketing.
Right to data portability - you may request that certain data be provided in a structured, commonly used format.
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 may need to verify your identity before responding. We will respond within the time limits required by law.

8. Automated Decision-Making

We do not rely on fully automated decision-making that produces legal or similarly significant effects on customers. If this changes, we will update this policy and provide appropriate information about the process and your rights.

9. International Transfers

Where any processor stores or accesses data outside the United Kingdom, we will ensure suitable safeguards are in place. This may include transfer mechanisms approved under data protection law and contractual protections designed to keep your information secure.

10. Children’s Data

Our services are intended for adults or for individuals acting on behalf of households and businesses. We do not knowingly collect personal data directly from children without appropriate consent or a valid legal basis. If we become aware that such data has been provided without authorisation, we will take steps to delete it where appropriate.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is published. We encourage customers in the Brent area to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Key Points

In summary, we collect only the personal data needed to provide our moving and delivery services, we process that data under lawful bases such as contract, legal obligation, legitimate interests, and consent, and we retain it only for as long as necessary. We use trusted processors where needed, protect data with appropriate safeguards, and respect your rights under UK data protection law.

By using Man With A Van Brent services, you confirm that you have read and understood this Privacy Policy.