Privacy Policy - Man With Van Westbrompton

This Privacy Policy explains how Man With Van Westbrompton collects, uses, stores, and protects personal data when providing moving, loading, transport, packing, delivery, and related services. It applies to all Man With Van Westbrompton customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or communicate with us in connection with a move.

1. Who We Are

Man With Van Westbrompton is a removals and transport service provider operating in and around West Brompton. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We only collect and use personal data that is necessary to deliver our services, manage bookings, process payments, communicate with customers, and meet legal and operational obligations.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity details such as name and title.
Contact details such as telephone number and email address.
Service information including pickup and delivery addresses, moving dates, property access details, and instructions relevant to the move.
Billing and payment information such as invoice details and payment confirmation records.
Communication records including messages, call notes, and customer service correspondence.
Booking and transaction history related to quotes, scheduled jobs, completed services, cancellations, and amendments.
Technical information that may be collected if you interact with our digital systems, such as device, browser, or usage data.

We may also receive personal data from third parties where necessary to perform a service, such as property managers, employers, estate agents, or another person acting on your behalf. We only use such data for the purpose for which it was provided.

3. How We Use Personal Data

We use personal data to operate our business and provide moving services efficiently. The main purposes include:

Handling enquiries and preparing quotations.
Confirming bookings and arranging service delivery.
Planning routes, vehicle use, staffing, and access requirements.
Processing payments and issuing invoices or receipts.
Managing customer communication before, during, and after a move.
Resolving disputes, complaints, or service issues.
Maintaining business records and legal compliance.
Preventing fraud, misuse, or unauthorised access.

We do not sell your personal data. We also do not use your information for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your data. Depending on the context, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, providing the moving service, and managing payments.

Legal Obligation

We may process and retain certain information where required by law, including tax, accounting, record-keeping, or regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving service delivery, managing customer relationships, handling business administration, and protecting our operations.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain communications or where consent is otherwise required by law. You can withdraw consent at any time where this is the basis for processing.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in delivering our services or running our business. These parties act as processors or independent controllers depending on the nature of the service they provide.

Examples of processors may include:

Payment service providers handling card or electronic transactions.
Accounting or bookkeeping providers supporting financial records.
IT, hosting, and communications providers maintaining systems and email services.
Administrative or customer support tools used for booking and scheduling.
Professional advisers such as lawyers, insurers, or auditors where needed.

We require processors to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not allow processors to use your information for their own independent purposes.

We may also disclose personal data to public authorities, regulators, or law enforcement agencies where required by law or where disclosure is necessary to protect legal rights, safety, or the integrity of our services.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal, accounting, or operational requirements. Retention periods may vary depending on the type of information and the reason for processing.

Booking and service records may be retained for business administration and customer support purposes.
Invoice and payment records are generally retained for tax and accounting obligations.
Communication records may be kept for dispute resolution, quality control, and service verification.
Data no longer needed is deleted, anonymised, or securely archived in line with our retention practices.

We aim to retain data no longer than is necessary and regularly review information held to ensure it is not kept for longer than required.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and routine review of our systems and procedures.

Although no method of transmission or storage is completely risk-free, we take reasonable steps to safeguard the information entrusted to us.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place to protect it, such as an adequacy decision or approved contractual protections. We only make such transfers where necessary for the operation of our services and where legal requirements are satisfied.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to limitations depending on the lawful basis for processing and applicable legal exemptions. Your rights include:

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 information.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can request transfer of certain data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data has not been handled correctly. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

10. Children’s Data

Our services are generally intended for adults arranging removals or related services. We do not knowingly collect personal data directly from children unless it is necessary in connection with a booking or service arrangement made by an adult customer. Where we become aware that data has been collected inappropriately, we will take reasonable steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

12. Summary of Key Commitments

We collect only the data needed to provide moving services and manage our business.
We use clear lawful bases under UK GDPR, including contract, legal obligation, legitimate interests, and consent where applicable.
We share data only with trusted processors or when legally required.
We retain information only for as long as necessary.
We respect your rights and handle personal data securely and responsibly.

By using Man With Van Westbrompton services, you acknowledge that this Privacy Policy applies to you and governs how your personal data is processed in connection with our services in the area.