Man and a Van Bromley Privacy Policy
This Privacy Policy explains how Man and a Van Bromley collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Man and a Van Bromley customers in our service area, including individuals and businesses who request a quote, make a booking or otherwise use our services.
We are committed to handling personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable data protection laws. Please read this Privacy Policy carefully to understand how and why we use your information and the choices available to you.
Who We Are and Scope of This Policy
Man and a Van Bromley provides man and van, removals and related transport services. For the purposes of data protection law, we act as the data controller in relation to the personal data described in this Privacy Policy, meaning we decide how and why your personal data is used.
This Privacy Policy applies to personal data we collect from or about customers and prospective customers in our operating area, including data collected through telephone enquiries, online enquiries, written correspondence, booking forms and in-person interactions.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, make a booking or use our services:
Identification and contact details, such as your name, address, job or removal addresses, contact preferences and communication history with us.
Service and booking information, such as the type of service you require, dates and times of moves, access details, special instructions, inventory or item descriptions relevant to the service, and records of the services we provide to you.
Payment and billing information, such as billing address, payment method and basic transaction details. We do not store full card details when payment is processed through secure third party payment processors.
Technical and usage data, which may include basic information about how you interact with our website or digital communications, such as pages visited, device type and approximate location, where this is collected via cookies or similar technologies.
Any other information you choose to provide to us, for example in enquiry messages, feedback, reviews or when discussing particular requirements or access constraints.
How We Collect Your Data
We collect personal data directly from you when you contact us by telephone, use online enquiry or booking forms, speak to our team in person, or communicate with us in writing.
We may also receive some information from third party platforms or comparison sites where you have requested that your details be passed to local service providers for a quote or booking. In such cases we receive only the information necessary to respond to your request.
Technical data about your device and website usage may be collected automatically through cookies or similar technologies when you visit our website. You can adjust your browser settings to manage or block cookies, although this may affect how our website functions.
Lawful Bases for Processing
We rely on a combination of lawful bases under data protection law to process your personal data, including:
Contract: We process personal data where it is necessary to enter into or perform a contract with you, for example to provide quotes, confirm bookings, deliver our services, communicate about your move and handle payments.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing our business operations, improving our services, handling enquiries, preventing fraud and keeping records of work carried out.
Legal obligations: We may process and retain certain information where required to comply with legal or regulatory obligations, including tax and accounting requirements.
Consent: In some limited situations we may rely on your consent, for example for certain types of optional marketing or non-essential cookies. Where we rely on consent, you may withdraw it at any time by contacting us or adjusting your cookie or communication preferences.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries, provide quotes and advise on the services that may be suitable for your needs.
To set up, manage and fulfil bookings, including planning routes, allocating staff and vehicles, and carrying out removals or transport services at the agreed locations and times.
To communicate with you about your booking, including confirmations, updates, reminders, changes, issues on the day and after-service follow-ups.
To process payments, issue invoices and receipts, maintain financial records and deal with queries in relation to charges.
To manage our business, including training our staff, monitoring service quality, handling complaints or disputes, and improving our processes and customer service.
To keep appropriate records for accounting, taxation and insurance purposes and to comply with applicable laws and regulations.
Where permitted, to send you occasional information about our services, offers or updates that may be of interest to you. You may opt out of such communications at any time.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These may include:
Service providers and data processors who support our operations, such as IT and hosting providers, email and communication platforms, payment processing providers and accounting support. These third parties only process personal data on our instructions and are required to keep it secure.
Professional advisers, such as accountants, insurers or legal advisers, where necessary for managing our business, handling claims or complying with legal obligations.
Public authorities, regulators, law enforcement agencies or courts where we are legally required to disclose information or where disclosure is necessary to protect our rights, property or safety, or the rights, property or safety of others.
Where third parties act as our processors, they are bound by contractual obligations to safeguard personal data and process it only for specified purposes in line with this Privacy Policy and applicable data protection law.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
In general, enquiry and booking information, together with associated communications and records of services provided, may be retained for a number of years after your last interaction with us. This allows us to maintain accurate business records, respond to questions or complaints and meet our tax and legal obligations.
Where personal data is no longer required, we will securely delete it or anonymise it so that it no longer identifies you. Retention periods may vary depending on the type of data, the service provided and statutory requirements.
International Transfers
We aim to store and process your personal data within the United Kingdom or the wider European Economic Area wherever possible. If we use service providers located outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, so that your personal data remains protected in line with applicable data protection laws.
Security of Your Data
We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, disclosure or destruction.
These measures may include access controls, secure storage, encryption in transit where appropriate, staff training and regular review of our security procedures. While we take reasonable steps to protect your data, no transmission or storage system can be guaranteed to be completely secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply in most circumstances and may be subject to certain limitations or exemptions. Your rights include:
The right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, together with certain information about how it is used.
The right to rectification: You can request that inaccurate or incomplete personal data is corrected or updated.
The right to erasure: You can ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
The right to restriction: You can request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
The right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will stop processing unless we have compelling legitimate grounds which override your interests, or the processing is required for legal claims.
The right to data portability: In certain circumstances, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another organisation where this is technically feasible.
You also have the right to withdraw consent at any time where we rely on consent to process your personal data. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
How to Exercise Your Rights
If you wish to exercise any of your rights or have questions about how we use your personal data, you can contact us using the contact details provided on our website or in your booking documents. We may need to verify your identity before responding to your request. We aim to respond within the timescales required by data protection law.
You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how your personal data is being used. In the United Kingdom, this is the Information Commissioner's Office. We would, however, appreciate the chance to deal with your concerns before you approach the regulator, so we encourage you to contact us first.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal requirements. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
