Privacy Policy - Man And A Van Bromley

This Privacy Policy explains how Man And A Van Bromley collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Bromley customers in area, including individuals who request quotes, make bookings, receive moving services, or otherwise engage with our services. We are committed to handling personal information in a fair, lawful, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Man And A Van Bromley provides removal and transport services for domestic and commercial customers. In providing these services, we may need to collect certain personal information to process enquiries, manage bookings, carry out deliveries, complete payments, and maintain records. This Policy applies to personal data collected in connection with our services, whether information is provided directly by the customer or by someone acting on their behalf.

2. Information we collect

We may collect and process the following categories of personal data:

Identity information, such as your name and, where necessary, the name of a contact person.
Contact details, including address, telephone number, and email address.
Service information, including move dates, collection and delivery addresses, property access details, inventory notes, and special handling requirements.
Payment information, such as transaction details and billing records.
Communication records, including messages, calls, complaints, and service-related correspondence.
Technical data such as device or browser information if you interact with us electronically.
Optional information you choose to share, for example instructions about access, parking, fragile items, or preferred service arrangements.

We do not intentionally collect special category data unless it is necessary and you provide it voluntarily, for example where it is relevant to access needs. If such information is shared, we will treat it with appropriate care and only process it where a lawful basis exists.

3. How we use your data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, confirm, and deliver moving or transport services;
to manage customer accounts and service records;
to process invoices, payments, and refunds where applicable;
to communicate about service updates, timings, and any changes;
to deal with complaints, claims, and disputes;
to comply with legal and regulatory obligations;
to improve our services, training, planning, and operational efficiency;
to maintain business records and evidence of transactions.

We only use personal data for the purposes for which it was collected, unless we reasonably believe that another compatible purpose applies or we are required by law to do otherwise.

4. Lawful basis for processing

We process personal data only where a lawful basis under UK GDPR applies. Depending on the context, we rely on one or more of the following:

Contract

Most of the data we process is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes managing quotes, bookings, service delivery, payment handling, and after-service administration.

Legal obligation

We may process data to comply with legal duties, such as maintaining tax records, accounting records, or responding to lawful requests from authorities.

Legitimate interests

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

Consent

Where consent is needed, we will request it clearly. For example, if we process optional data that is not required for service delivery, we will rely on your consent and you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data retention

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 obligations. Retention periods may vary depending on the nature of the service, the type of record, and applicable legal requirements.

Customer and booking records are retained for a period that allows us to manage queries, claims, and service history.
Financial and tax records are retained for the period required by law.
Complaints and dispute records may be retained longer where necessary to establish, exercise, or defend legal claims.
General correspondence is retained only as long as needed for administration and service support.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

6. Processors and third parties

We may share personal data with trusted third parties who act as data processors or independent controllers, where this is necessary to run our services. We require appropriate contractual and security safeguards before any sharing takes place.

Examples of processors and recipients may include:

Payment service providers for handling card or electronic payments;
IT and cloud service providers for secure data storage, communication tools, and system maintenance;
Accounting or bookkeeping providers for financial administration;
Professional advisers such as legal or insurance advisers where necessary;
Delivery or logistics partners engaged to support service fulfilment;
Public authorities or regulators where disclosure is required by law.

We do not sell your personal data. Where third parties act as processors, they are only permitted to process data on our instructions and for the agreed purposes. Where a third party is an independent controller, its own privacy notice will apply.

7. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data access on a need-to-know basis. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to any suspected data incident.

8. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under UK GDPR.

9. Your rights

You have rights regarding your personal data, subject to certain legal limits and exemptions. These include:

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 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, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

10. Cookies and online data

If you interact with us through digital systems, limited technical information may be collected for functionality, security, and performance purposes. Any use of cookies or similar technologies will be limited to what is necessary or otherwise disclosed through the relevant interface. Where consent is required, it will be requested in line with applicable law.

11. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for the performance of services and provided by an adult with authority to do so. If we become aware that data has been collected without appropriate authority, we will take steps to delete or correct it as needed.

12. 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 revised version will apply from the time it is made available. We encourage customers to review this Policy periodically so they remain informed about how personal data is handled.

13. Complaints and further information

If you have concerns about how your data is handled, you may raise them with us so that we can review and address the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

Important: This Privacy Policy is intended to provide a clear summary of our data protection practices for customers using Man And A Van Bromley services in the Bromley area. By using our services, you acknowledge that your personal data may be processed as described above and in accordance with applicable law.