Privacy Policy - Man And Van Brent

This Privacy Policy explains how Man And Van Brent collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Brent customers in the area, including anyone who makes an enquiry, requests a quote, books a service, or otherwise interacts with us in relation to our moving and transport services. We are committed to handling personal information fairly, transparently, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Brent provides removals, transport, collection, delivery, and related moving services. In the course of delivering these services, we act as a data controller for the personal data we determine the purpose and means of processing. This means we decide what information is needed to provide our services, manage our business, comply with our legal obligations, and communicate with customers.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for our services. Depending on the situation, this may include:

Identity information such as name and title.
Contact details such as phone number, email address, and service address.
Service details such as the type of move, date, item descriptions, access information, and delivery instructions.
Payment information such as billing details and transaction records.
Communication records including emails, messages, call notes, and quote requests.
Technical information such as IP address, browser type, device information, and basic usage data if you use any online enquiry methods.
Special instructions that may relate to fragile items, property access, parking, or scheduling.

We may also receive personal data from third parties where necessary to complete a booking, such as a person arranging a move on behalf of someone else, or from service providers assisting with payment processing or administration.

3. How We Use Personal Data

We use personal data only for lawful and legitimate business purposes. These include:

Providing quotes and handling booking requests.
Delivering moving, transport, collection, and delivery services.
Managing customer communication before, during, and after a service.
Processing payments, invoices, and refunds where applicable.
Keeping records of services provided.
Handling complaints, claims, or customer support matters.
Meeting legal, regulatory, tax, and accounting obligations.
Protecting our business, staff, customers, and property from fraud, misuse, or security risks.

We do not use personal data for purposes that are incompatible with the reason it was collected unless permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Man And Van Brent relies on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations you request, confirming bookings, carrying out the move, and managing payment and service administration.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing business operations, preventing fraud, maintaining service records, improving customer service, and responding to enquiries.

Legal Obligation

We may process personal data to comply with laws that apply to us, such as tax, accounting, insurance, or record-keeping requirements.

Consent

In some cases, we may rely on your consent, for example where it is required for certain optional communications or specific processing activities. Where consent is used, you have the right to withdraw it at any time.

5. How We Share Personal Data

We may share personal data only where necessary and only with trusted parties that help us operate our business or deliver services. These may include:

Payment processors that handle transactions securely.
IT and cloud service providers that support email, storage, scheduling, or administration systems.
Accounting or bookkeeping providers that help manage financial records.
Operational contractors or subcontractors involved in completing the service.
Professional advisers such as insurers, legal advisers, or auditors when needed.
Public authorities where we are required to do so by law.

All processors are expected to handle personal data securely, use it only according to our instructions, and protect it with appropriate technical and organisational measures. We do not sell personal data.

6. International Transfers

Where any service provider stores or accesses data outside the UK, we will take appropriate steps to ensure your personal data is protected in accordance with applicable law. This may include using approved safeguards such as adequacy regulations or standard contractual clauses where required.

7. Data Retention

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

In general:

Quote and enquiry records may be kept for a limited period to manage follow-up, customer service, and business administration.
Booking and service records may be retained for longer where needed for contractual, financial, or operational reasons.
Accounting and tax-related information may be retained for the period required by law.
Complaint, claim, and dispute records may be kept until the matter is fully resolved and any relevant limitation period has expired.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We take reasonable and appropriate steps to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality duties, and limiting access to personal data to those who need it for legitimate business purposes. No system can be guaranteed as completely secure, but we work to maintain an appropriate level of protection.

9. Your Rights

You have rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and the legal basis used for processing. They include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain situations, sometimes called the right to be forgotten.
The right to restrict processing in certain circumstances.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

If you wish to exercise any of these rights, we will respond in line with legal requirements. We may need to verify your identity before acting on a request.

10. Marketing Communications

We do not send unnecessary marketing messages. If we ever send promotional communications where consent or another legal basis is required, you may opt out at any time. Where we rely on legitimate interests, you still have the right to object to direct marketing.

11. Cookies and Similar Technologies

If any online enquiry tools or digital services use cookies or similar technologies, they may be used to support website functionality, measure performance, or improve user experience. Any such processing will be limited to what is necessary and, where required, subject to your consent or other lawful basis. You may be able to control cookies through your browser settings.

12. Children’s Data

Our services are intended for adults and business or household customers arranging removals or transport. We do not knowingly collect personal data from children unless it is necessary in the context of a service request and appropriately authorised by an adult customer or guardian.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain aware of how personal data is handled.

14. Summary of Our Commitments

Man And Van Brent is committed to respecting your privacy, using personal data responsibly, and keeping information secure. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or when required by law. This policy applies to all Man And Van Brent customers in the area and is intended to provide a clear explanation of our data protection practices.

Privacy is important to us, and we aim to handle all personal data with care, transparency, and respect.