Privacy Policy

Man With a Van Brent Privacy Policy

This Privacy Policy explains how Man With a Van Brent collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation and applicable data protection laws. It applies to all Man With a Van Brent customers and prospective customers in the service area, as well as visitors who contact us to enquire about our services.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. We encourage you to read it carefully so you can make informed decisions about your personal data.

1. Data Controller

Man With a Van Brent is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal information and are responsible for ensuring that such processing complies with data protection laws.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision of our services and the operation of our business. The types of personal data we may collect include:

Identity details such as name, title, and, where provided, company name or role. Contact details such as postal address, collection and delivery addresses, billing address, and any alternative contact name you provide.

Booking and service details such as dates and times of moves or deliveries, details of items to be moved, access information for properties, and any special instructions you give us. Communication records such as messages, enquiries, complaints, and feedback that you send to us by any communication channel, along with our responses to you.

Payment-related information such as payment status, invoice amounts, and payment method used. We do not store full payment card details; those details are processed securely by our payment service providers.

Technical and usage data such as information about how you access or interact with our website or online forms, including approximate location data, device identifiers, and basic analytics information, where applicable.

3. How We Collect Your Data

We may collect personal data directly from you when you contact us by phone, online form, or other communication methods, when you request a quote, make a booking, or use our services, and when you provide feedback, submit a complaint, or request support.

We may also receive data indirectly when a third party arranges a service on your behalf, such as a friend, family member, business partner, landlord, or letting agent who provides your details for the purpose of arranging or managing a move or delivery.

In addition, we may collect technical information automatically through cookies or similar technologies when you visit our website, as permitted by applicable law.

4. Purposes and Lawful Basis for Processing

We process your personal data only when we have a lawful basis to do so under the UK General Data Protection Regulation. The main purposes and corresponding lawful bases are as follows:

To provide our services, including handling enquiries, issuing quotes, confirming bookings, planning and carrying out moves and deliveries, and managing customer accounts. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To communicate with you regarding your enquiry, booking, or service, including sending confirmations, updates, and important information about your move or delivery. The lawful basis is performance of a contract and our legitimate interests in ensuring effective communication.

To manage billing, payments, and accounting, including issuing invoices, processing payments through our payment processors, and maintaining financial records. The lawful basis is performance of a contract and compliance with legal obligations, such as tax and accounting requirements.

To improve and develop our services, respond to complaints, and handle disputes, including internal record keeping, training, and quality assurance. The lawful basis is our legitimate interests in operating and improving our business.

To send you marketing communications about our services, promotions, or related offerings where you have given your consent, or where we are otherwise permitted by law to do so. You can withdraw your consent or opt out of marketing at any time.

To comply with legal and regulatory obligations, including responding to lawful requests from authorities or enforcing our contractual rights. The lawful basis is compliance with a legal obligation and our legitimate interests in protecting our rights and business.

5. Data Sharing and Processors

We may share your personal data with selected third parties who act as data processors on our behalf. These processors are only permitted to use your data for the purposes we specify and must provide appropriate security for your information.

Examples of processors we may use include payment service providers who securely process your payments, providers of booking or customer management systems used to manage enquiries and bookings, information technology and hosting providers that support our website, email, and data storage, and external professionals such as accountants or administrative support services.

We may also share data with third parties acting as independent data controllers in certain circumstances, such as insurers, legal advisers, or public authorities where required by law or necessary to protect our rights.

We do not sell your personal data to third parties.

6. International Data Transfers

If we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses approved by relevant authorities, so that your data receives an equivalent level of protection.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, or reporting requirements.

Booking and service records are typically kept for a period necessary to handle any queries, complaints, or potential legal claims following the completion of the service, as well as for tax and accounting obligations. Communication records may be stored for similar periods, based on our legitimate interests and legal requirements.

Marketing data, such as contact details used for sending marketing communications, will be kept until you withdraw your consent or object to further communications, or until we determine that the data is no longer accurate or necessary.

When personal data is no longer required, we will take steps to securely delete or anonymise it.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and regular review of our security practices.

While we strive to protect your information, no system is completely secure. We therefore recommend that you also take steps to protect your own information, such as using secure networks when communicating with us online.

9. Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:

The right of access. You have the right to request confirmation as to whether we process your personal data and, if so, to obtain a copy of that data along with certain related information.

The right to rectification. You have the right to request that inaccurate or incomplete personal data be corrected or updated.

The right to erasure. In certain circumstances, you may request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.

The right to restrict processing. You may request that we restrict the processing of your personal data in specific situations, such as when you contest the accuracy of the data or object to processing.

The right to data portability. Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine readable format and to transmit it to another controller.

The right to object. You have the right to object to processing based on our legitimate interests, including profiling, and to object at any time to the processing of your personal data for direct marketing.

The right to withdraw consent. Where we rely on consent as the lawful basis for processing, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other factors. Any changes will take effect when the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.

11. Contacting Us About Privacy

If you have any questions about this Privacy Policy, how we process your personal data, or if you wish to exercise any of your data protection rights, you may contact us using the contact details made available through our usual communication channels. We will respond to your request in accordance with applicable data protection laws.