Privacy Policy - Man With Van Brentford

Man With Van Brentford is committed to protecting the privacy and personal data of all customers in the Brentford area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, van, packing, and related services. It applies to all Man With Van Brentford customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

1. Who We Are

Man With Van Brentford is a service provider operating in Brentford and nearby locations. For the purposes of UK data protection law, we act as the data controller in relation to the personal data we collect and process in connection with our services. This means we decide why and how your personal data is used.

We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We may collect and process the following types of personal data when you request, book, or receive services from Man With Van Brentford:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information including moving dates, collection and delivery locations, property access details, and service preferences.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, quotes, complaints, and service feedback.
Technical information if you interact with any digital systems we use, such as IP address, device type, or browser data.
Special instructions that you provide to help us carry out the service safely and effectively.

We normally collect personal data directly from you when you enquire about a service, make a booking, request a quote, or communicate with us. In some cases, we may also receive data from third parties, such as another person arranging a move on your behalf, letting agents, landlords, business partners, or payment providers.

3. How We Use Personal Data

We use personal data only where it is necessary and appropriate for the services we provide. Typical uses include:

responding to enquiries and providing quotations;
managing bookings and scheduling removals or deliveries;
delivering our moving and van services safely and efficiently;
communicating with you about your booking or service changes;
issuing invoices, processing payments, and managing accounts;
handling complaints, claims, and customer support requests;
maintaining business records and service history;
meeting legal, regulatory, accounting, and insurance obligations;
protecting our business, staff, customers, and property.

We do not use your data for purposes that are incompatible with the reasons it was collected, unless we are legally permitted or required to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Man With Van Brentford relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, handling service delivery, and processing payments.

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 includes managing customer relationships, improving our services, maintaining records, preventing fraud, and ensuring the security of our operations.

Legal Obligation

We may process personal data where needed to comply with legal obligations, such as tax rules, accounting duties, record-keeping requirements, and lawful requests from authorities.

Consent

In limited cases, we may rely on your consent, for example where you specifically agree to certain optional communications or where consent is required by law. You have the right to withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties when necessary to provide our services, operate our business, or meet legal obligations. These third parties may act as processors or independent controllers depending on the circumstances.

Processors may include:

payment service providers;
accounting and bookkeeping services;
IT and cloud storage providers;
communication and customer management tools;
professional advisers such as accountants, insurers, or legal advisers;
subcontractors or operational partners involved in fulfilling a booking.

Where a third party acts as a processor, they are only allowed to handle personal data on our instructions and must keep it secure and confidential. We take reasonable steps to ensure processors have appropriate data protection safeguards in place.

We may also disclose information if required by law, regulation, court order, or lawful request from public authorities. Any sharing will be limited to what is necessary and proportionate.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason it is held.

In general, we may keep:

booking and service records for a reasonable period after the service is completed;
financial and invoicing records for the period required by tax and accounting law;
customer correspondence for as long as needed to resolve queries or support business records;
claim-related or dispute-related data for the period necessary to manage legal or insurance matters.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted access to sensitive information.

Although no system can be guaranteed to be completely secure, we work to maintain a level of protection that is appropriate to the nature of the data and the risks involved.

8. Your Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. Subject to legal limits and exemptions, these rights may include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete data.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restriction - to ask us to limit how we use your data in certain situations.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where processing is based on consent.

You also have the right to raise concerns about how your data is handled. If you believe your rights have not been respected, you may lodge a complaint with the relevant data protection authority.

9. Children’s Data

Man With Van Brentford does not knowingly collect personal data from children for our services unless it is necessary in connection with a booking arranged by an adult or legal guardian. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitment

Man With Van Brentford respects your privacy and processes personal data only when there is a lawful reason to do so. We collect only the information necessary to provide our services, keep it secure, retain it for appropriate periods, and share it responsibly with trusted processors when needed. We also aim to support your rights and maintain transparency in all data handling activities.

This Privacy Policy applies to all Man With Van Brentford customers in the area.