Privacy Policy for Man With Van Brixton

This Privacy Policy applies to all Man With Van Brixton customers in the Brixton area and explains how we collect, use, store, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling personal information responsibly, transparently, and securely. This policy sets out what data we collect, why we collect it, the lawful basis we rely on, how long we keep it, who may process it on our behalf, and the rights available to individuals under data protection law.

1. Personal Data We Collect

When you use our services, request a quote, make a booking, or communicate with us, we may collect and process different categories of personal data. The information collected is limited to what is necessary for providing our services and managing our business operations.

Information you provide directly

Name
Address and moving location details
Contact details such as telephone number and email address
Booking information, including dates, times, and service requirements
Payment and billing information, where relevant
Special instructions related to access, parking, item handling, or property conditions
Correspondence and communications with our team

Information collected automatically

We may also collect limited technical or operational information when you interact with us through digital or administrative systems. This may include records relating to service requests, quotation activity, and customer support interactions. Such data is only used where necessary for service delivery, internal administration, or legal compliance.

2. How We Use Personal Data

We use personal data only for specific, lawful, and legitimate purposes. These include:

Providing removals and van services
Preparing quotations and confirming bookings
Planning routes, scheduling jobs, and allocating resources
Communicating about service updates, arrival times, and service changes
Processing payments and maintaining financial records
Managing customer support, complaints, and disputes
Maintaining records for legal, tax, and insurance purposes
Improving our service quality, internal processes, and customer experience

We do not use personal data for purposes that are incompatible with the reasons it was originally collected unless we have a lawful basis to do so or are legally required to do so.

3. Lawful Basis for Processing

Under GDPR, we must have a valid lawful basis before processing personal data. Depending on the context, we 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 providing quotes, making bookings, carrying out removals, and handling payments.

Legal obligation

We may process personal data when required to comply with legal or regulatory obligations, such as accounting, tax retention, fraud prevention, or responding to lawful requests from authorities.

Legitimate interests

We may process personal data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include operational management, service improvement, record keeping, and customer communications.

Consent

In limited cases, we may rely on your consent, for example where it is necessary for a specific optional activity. Where consent is used, you have the right to withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary for the running of our business, the provision of services, or compliance with legal obligations. Any third party acting on our behalf is required to protect personal data and use it only under our instructions.

Examples of processors and service providers may include:

IT and software providers that support booking, scheduling, communication, or record management
Payment processing providers that handle transactions securely
Accountants or bookkeeping services that assist with financial administration
Storage and cloud services used to keep business records safely
Professional advisers such as legal or insurance advisers where needed

We may also disclose data to public authorities, law enforcement, insurers, or courts where required by law or necessary to protect our legal rights. We do not sell personal data.

5. Data Retention

We only keep personal data for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods depend on the type of information and the legal or operational need to retain it.

In general, we may keep:

Booking and service records for a period needed to manage customer service, handle complaints, and maintain business records
Financial and invoicing records for the duration required by tax and accounting laws
Communication records for as long as necessary to resolve queries or evidence decisions
Legal or insurance-related records for the relevant limitation or claim period

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the information we hold and the risks involved.

Security controls may include restricted access, secure storage, staff confidentiality obligations, and careful selection of processors. Although no system can guarantee absolute security, we work to maintain a level of protection appropriate to the data we process.

7. International Transfers

Where personal data is transferred outside the United Kingdom, we will only do so where appropriate safeguards are in place and the transfer complies with applicable data protection law. Any such transfer will be managed carefully to ensure that your data remains protected.

8. Your Rights Under GDPR

Individuals whose data we process have a number of rights under GDPR. These rights are not absolute and may depend on the legal basis for processing and the circumstances of the request.

Right of access: You may request a copy of the personal data we hold about you.
Right to rectification: You may ask us to correct inaccurate or incomplete information.
Right to erasure: In certain cases, you may ask us to delete your personal data.
Right to restrict processing: You may request limited use of your data in certain situations.
Right to object: You may object to processing based on legitimate interests or direct marketing.
Right to data portability: In some cases, you may request your data in a commonly used format.
Right to withdraw consent: Where we rely on consent, you can withdraw it at any time.

To protect privacy, we may need to verify your identity before responding to a rights request. We aim to respond within the time limits required by law.

9. Children’s Data

Our services are intended for adults who arrange moving or transport services. We do not knowingly collect personal data from children for marketing or unrelated purposes. If we become aware that we have collected data from a child without appropriate authority or a valid reason, we will take steps to delete it promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Man With Van Brixton is committed to processing personal data fairly, lawfully, and transparently. We only collect information needed to deliver services, manage bookings, fulfil legal obligations, and support legitimate business operations. We keep data secure, retain it only as long as necessary, and work with processors who are contractually required to protect it. You also have clear rights over your personal data, and we will respect those rights in accordance with GDPR.

This policy applies to all Man With Van Brixton customers in the Brixton area.