Privacy Policy - Man With Van Brent

Man With Van Brent is committed to protecting the privacy and personal data of every customer, enquiry, and website visitor who uses our services in the Brent area. This Privacy Policy explains how we collect, use, store, share, and protect personal information, and sets out the rights available to individuals under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all Man With Van Brent customers in the area, including prospective customers, current customers, and anyone who has previously used our services.

1. Who We Are

Man With Van Brent provides moving, transport, and related logistics services. For the purposes of data protection law, we act as the data controller when we determine the purpose and means of processing personal data. This means we are responsible for ensuring that your information is handled lawfully, fairly, and transparently.

2. Information We Collect

We only collect personal data that is relevant and necessary for delivering our services, managing enquiries, and complying with legal obligations. The types of information we may collect include:

Identity details such as your name and title.
Contact information such as your telephone number, email address, and move-related address details.
Service information including booking dates, item descriptions, property access details, and moving preferences.
Payment and billing information where required to process payments, issue invoices, or maintain accounting records.
Communication records such as messages, call notes, complaints, and service feedback.
Technical data including IP address, browser type, device information, and usage data if you interact with our digital systems.
Special category data only where strictly necessary and usually only if you voluntarily disclose it, for example access needs or other information relevant to safe service delivery.

We do not intentionally collect more data than is necessary. If you provide information about third parties, such as another person at the collection or delivery address, you are responsible for ensuring that you have the appropriate authority or that the individual is aware of the sharing.

3. How We Use Your Data

We use personal data for legitimate business and service purposes, including:

responding to enquiries and providing quotations;
managing bookings and scheduling services;
delivering moving and transport services safely and efficiently;
issuing invoices, processing payments, and dealing with refunds or disputes;
communicating important updates about your service;
maintaining records for accounting, tax, and legal compliance;
improving our services, operations, and customer experience;
handling complaints, insurance matters, or claims;
protecting against fraud, misuse, or unlawful activity.

We will only use your personal data for the purpose for which it was collected unless we reasonably believe another compatible purpose applies.

4. Lawful Basis for Processing

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

Contract

We process data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, arranging bookings, and completing the agreed service.

Legal Obligation

We may process data where required to comply with legal or regulatory duties, such as tax records, accounting obligations, and record retention requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided these are not overridden by your rights and interests. Examples include service administration, fraud prevention, internal record-keeping, business improvement, and customer support.

Consent

In limited situations, we may rely on your consent, particularly for optional processing. Where consent is used, you may withdraw it at any time, and this will not affect the lawfulness of processing already carried out before withdrawal.

Vital Interests

In rare situations, we may process personal data if it is necessary to protect someone’s vital interests, such as where safety or emergency concerns arise during a move.

5. Data Sharing and Processors

We may share personal data with trusted third parties, but only where necessary for the operation of our business or the delivery of services. These third parties act as processors or independent controllers depending on their role.

Processors may include:

accounting and bookkeeping providers;
payment processing services;
IT support and cloud storage providers;
communication and scheduling tools;
insurance providers and claims handlers;
professional advisers such as solicitors or auditors;
subcontractors or operational partners assisting with service delivery.

Where we engage processors, we ensure they are bound by appropriate contractual obligations and process data only on our instructions, with suitable security and confidentiality measures in place. We do not sell personal data. If data must be disclosed to law enforcement, regulators, or other authorities, we will only do so where legally required or permitted.

6. International Transfers

We aim to keep personal data within the UK or the European Economic Area whenever possible. If any personal data is transferred outside these areas, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the purpose of processing.

Customer and booking records are generally kept for a period necessary to manage the service and resolve any post-service issues.
Financial and tax records are retained for the period required by law.
Communication records may be kept for a reasonable period to support customer service, complaint resolution, or dispute handling.
Technical and security logs are kept for limited periods unless needed for investigation or legal purposes.

When data is no longer required, it is securely deleted, anonymised, or destroyed. We regularly review retention practices to ensure data is not kept longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure systems, password protections, staff confidentiality obligations, and restricted data handling procedures. While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and to protect the information entrusted to us.

9. Your Rights

As a data subject under UK GDPR, you have several important rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis relied upon.

Right of access – you may request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – in certain cases, you may request deletion of your data.
Right to restriction – you may ask us to limit processing in certain situations.
Right to data portability – where applicable, you may request that we provide your data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with data protection law and may need to verify your identity before acting on the request. Some rights may not apply in all cases, particularly where legal obligations or compelling legitimate grounds override the request.

10. Cookies and Similar Technologies

If we use cookies or similar technologies in connection with digital services, these tools may collect usage information to support functionality, security, or analytics. Where required, we will provide appropriate notice and obtain consent for non-essential cookies. You can usually control cookies through your browser settings.

11. Complaints

If you have concerns about how your personal data has been handled, you can raise the matter with us so that we may review and address it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulatory guidance, or our business practices. Any updated version will apply from the time it is published or otherwise made available. We recommend reviewing this policy periodically to stay informed about how we protect personal data.

13. Scope of This Policy

This Privacy Policy applies to all Man With Van Brent customers in area and to any person whose personal data we process in connection with our services. By using our services, submitting an enquiry, or providing information to us, you acknowledge that you have read and understood this policy and that your personal data may be processed in the ways described above.

Summary: Man With Van Brent explains how it collects, uses, shares, stores, and protects personal data, the lawful bases it relies on, retention periods, processors, and customer rights.