Privacy Policy - Man With A Van Brixton

This Privacy Policy explains how Man With A Van Brixton collects, uses, stores, shares, and protects personal data in connection with the services it provides. It applies to all Man With A Van Brixton customers in the area, including individuals and businesses who request removals, transport, delivery, man and van, or related moving services. We are committed to handling personal data in a lawful, fair, 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 With A Van Brixton provides local and nearby moving and transport services. In the course of offering these services, we may process personal information about customers, recipients, property owners, and other individuals connected with a booking. This policy describes how such information is managed and the rights available to you.

2. Personal Data We Collect

We only collect personal data that is necessary for the operation of our services, customer administration, and legal obligations. The types of information we may process include:

Identity details: name, title, and, where relevant, business name.
Contact details: telephone number, email address, moving address, delivery address, and billing address.
Booking and service information: moving date, inventory details, service preferences, access notes, and special handling instructions.
Payment information: transaction records, payment status, and limited payment details needed for processing and accounting. We do not store full card details where payment is handled by a secure third-party processor.
Communication records: emails, messages, call notes, and enquiries relating to quotes, bookings, complaints, or support.
Technical data: basic device and usage information where collected through digital systems, such as IP address, browser type, and time of access.
Operational data: notes relating to delivery access, parking, loading instructions, and customer-supplied information required to complete the job.

We do not intentionally collect special category data unless you provide it and it is strictly necessary for a service, such as accessibility-related instructions. If such information is shared, it will be handled with extra care and only when there is a lawful basis to do so.

3. How We Use Personal Data

We use personal data only for specified and legitimate purposes, including:

to provide quotes and manage bookings;
to plan and carry out moving or delivery services;
to communicate with customers before, during, and after a service;
to process payments and maintain financial records;
to respond to enquiries, complaints, and claims;
to improve our operations, customer experience, and service quality;
to comply with legal, tax, insurance, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity;
to establish, exercise, or defend legal claims.

We will only use your data in ways that are compatible with the purpose for which it was collected, unless we reasonably determine that another lawful basis applies.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing your personal data. Man With A Van Brixton relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations at your request, arranging your booking, completing the move, and handling related customer service.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing business operations, improving our services, maintaining records, handling routine communications, and protecting against fraud or misuse. Where we rely on legitimate interests, we assess the impact on your privacy.

Legal Obligation

We may process your information where needed to comply with legal duties, such as tax record keeping, accounting requirements, insurance obligations, or lawful requests from public authorities.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain optional communications or provide information that is not otherwise required. When consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services. These parties act as processors or independent controllers depending on the context. We ensure appropriate contractual and security safeguards are in place before sharing data.

Examples of processors and service providers may include:

Payment providers: for secure card or online payment processing.
IT and cloud service providers: for storage, email, scheduling, and communication systems.
Accounting and bookkeeping providers: for financial administration and tax compliance.
Customer management tools: for booking records, job tracking, and service coordination.
Insurance and legal advisers: where needed to handle claims, disputes, or compliance matters.

We may also share personal data with:

subcontractors or crew members assisting with your move;
landlords, building managers, or other relevant parties where required to complete access arrangements;
regulators, law enforcement, courts, or other authorities where required by law.

We do not sell personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your information.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, insurance, and operational requirements. Retention periods depend on the type of data and the reason for holding it.

Booking and service records: kept for a reasonable period after completion of the service to support administration, queries, and complaint handling.
Financial records: retained for the period required by tax and accounting law.
Communication records: retained while relevant to customer service, dispute resolution, or business administration.
Claims or legal matters: retained for longer where necessary to establish, exercise, or defend legal rights.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and responsible manner.

7. Data Security

We use 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 expectations, and careful selection of service providers. While no system can be guaranteed completely secure, we take reasonable steps to protect your information.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may apply only in certain circumstances.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can ask us to delete your data where there is no good reason for us to keep it.
Right to restrict processing: you can ask us to limit how we use your information in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: you can request transfer of certain information to you or another controller in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

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 violated. We encourage you to contact us first so we can try to resolve any concerns promptly.

9. Automated Decision-Making

We do not use fully automated decision-making or profiling that produces legal or similarly significant effects on customers. If this changes, we will update this policy and provide the information required by law.

10. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children except where it is unavoidably included in service-related records, and then only to the extent necessary for the service or legal compliance.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The most recent version will apply to all customers in the Brixton area and surrounding service area from the time it is published.

12. Summary of Our Approach

Man With A Van Brixton handles personal data with care, transparency, and respect for your rights. We collect only what we need, use it for clear and lawful purposes, share it only with trusted processors or where required by law, and keep it only for as long as necessary. Our aim is to provide reliable moving services while maintaining strong privacy standards for every customer in the area.

Important: By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We are committed to ensuring that all processing is lawful, fair, and transparent, and that your information is treated with appropriate care and security.