Privacy Policy - Man And Van Brentcross

This Privacy Policy explains how Man And Van Brentcross collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man And Van Brentcross customers in the area, including individuals and businesses that inquire about, book, or receive our moving, delivery, collection, packing, loading, unloading, and related services. We are committed to handling personal information in a lawful, fair, and transparent way, in line with the UK GDPR and the Data Protection Act 2018.

This policy should be read carefully so that you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Who We Are

Man And Van Brentcross operates as a service provider for removals and transport-related work. When we refer to “we,” “us,” or “our,” we mean the business responsible for deciding how and why your personal data is processed. We act as the data controller for the personal data described in this policy when we determine the purposes and means of processing.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage bookings, communicate effectively, and meet our legal and operational obligations. The type of personal data we may collect includes:

• Identity details such as your name, title, and any business name you provide.
• Contact details such as your phone number, email address, and service address.
• Booking information such as move dates, item descriptions, property access details, and service preferences.
• Payment and billing information where applicable, such as billing address, transaction references, and payment status.
• Communication records including enquiries, complaints, confirmations, notes, and service-related correspondence.
• Service history such as previous bookings, estimates, quotes, and job completion records.
• Technical data when you interact with our systems, such as IP-related logs or device information if relevant for security or troubleshooting.

We do not intentionally collect more data than is needed. In most cases, we process information provided directly by you. We may also receive details from third parties where necessary, for example from someone arranging a booking on your behalf, a business client, or a payment provider.

3. How We Use Personal Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to manage bookings and deliver moving or transport services;
• to communicate about appointment times, job details, or service changes;
• to process payments, invoices, and related administrative tasks;
• to maintain records of services provided;
• to handle complaints, disputes, and claims;
• to meet legal, tax, accounting, and regulatory obligations;
• to improve service quality, business operations, and customer experience;
• to protect against fraud, misuse, or security incidents.

We only use personal data in ways that are compatible with the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible and lawful purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, we rely on one or more of the following:

• Contract – when processing is necessary to enter into or perform a contract with you, such as arranging a move or delivery.
• Legal obligation – when we must process or retain information to comply with laws, such as tax, accounting, or record-keeping requirements.
• Legitimate interests – when processing is needed for our legitimate business interests and those interests are not overridden by your rights and freedoms, such as managing operations, preventing fraud, or keeping business records.
• Consent – where required, for example if we ever process certain optional information for a specific purpose that needs your permission.

We do not rely on consent where another lawful basis is more appropriate. If we do rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing that took place before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the nature of the service provided.

In general:

• booking and service records are retained for a period necessary to manage our business and resolve queries;
• financial and invoicing records are retained for the period required by tax and accounting law;
• communications may be retained for a reasonable period to evidence instructions, service delivery, or dispute resolution;
• data that is no longer needed is securely deleted, anonymised, or archived where appropriate.

We apply a retention approach based on necessity and legal requirement. When personal data is no longer needed, we take steps to ensure it is securely disposed of.

6. Processors and Third Parties

We may share personal data with trusted third parties who act as data processors on our behalf or, in some cases, as independent controllers. These third parties are only allowed to process personal data in accordance with our instructions or their own legal obligations, as applicable.

Examples of processors or service partners may include:

• IT and cloud service providers used to store or support business systems;
• payment processors or banking services used to complete transactions;
• accounting or bookkeeping providers;
• communication and administrative service providers;
• professional advisers such as legal or insurance providers where necessary.

We require appropriate contractual and technical safeguards from processors to help protect your personal data. We do not sell personal data. We only disclose information where necessary for service delivery, legal compliance, legitimate business purposes, or with your permission where required.

6.1 International Transfers

Where any processor stores or accesses data outside the UK, we take appropriate steps to ensure that your information remains protected in accordance with applicable data protection rules. This may include contractual safeguards and other lawful transfer mechanisms where required.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, role-based permissions, and regular review of operational practices.

However, no system can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we do our best to protect your information using proportionate safeguards.

8. Your Data Protection Rights

Depending on the circumstances and the legal basis for processing, you may have the following rights under data protection law:

• 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 information.
• Right to erasure – to request deletion of your data in certain situations.
• Right to restrict processing – to ask us to limit how we use your data in certain circumstances.
• Right to data portability – to receive certain data in a structured, commonly used format where applicable.
• Right to object – to object to processing based on legitimate interests in certain cases.
• Right to withdraw consent – where processing is based on consent, to withdraw that consent at any time.

These rights are not absolute. In some cases, we may need to retain or process information to comply with legal obligations or to establish, exercise, or defend legal claims.

9. Exercising Your Rights

If you wish to exercise any of your rights, you should make a request in writing and provide enough information to help us identify you and locate the relevant data. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

You also have the right to raise concerns about how your personal data is handled. If you are unhappy with our response, you may complain to the relevant data protection authority in the UK.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. Any updated version will apply from the date it is published. We encourage you to review this policy periodically so that you remain informed about how your data is used.

11. Summary of Our Commitment

Man And Van Brentcross is committed to processing personal data responsibly, securely, and in compliance with GDPR requirements. We collect only what we need, use it for clear and lawful purposes, retain it only for as long as necessary, and put safeguards in place when working with processors. We respect your rights and aim to be transparent about how we handle information for every customer in the area.

Privacy, accountability, and respect for personal data are central to our approach. If you use our services, provide an enquiry, or engage with our booking process, this policy applies to you.