Man with Van Brentford Privacy Policy
This Privacy Policy explains how Man with Van Brentford collects, uses, stores, and protects personal data relating to customers and prospective customers in the Brentford area. It is prepared in accordance with the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Brentford customers and prospective customers within the Brentford area and surrounding localities that we serve. It covers personal data collected in connection with enquiries, quotations, bookings and the provision of man and van, removals, and related services.
Data Controller
Man with Van Brentford is the data controller in respect of the personal data processed in connection with the services described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with applicable data protection law.
Personal Data We Collect
We only collect personal data that is necessary for the purposes set out in this Privacy Policy. The types of personal data we may collect include:
Identification and contact details, such as your name, address, pick up and delivery addresses, and other location details related to your move or transport request.
Communication details, including the content of enquiries, booking information and any further information you choose to provide when communicating with us.
Service and transaction data, such as service dates, items to be moved, type of service requested, pricing information, payment status, and related administrative records. Payment card details are generally processed by our chosen payment processor and not stored by us, except to the limited extent required for accounting and legal compliance.
Technical data, such as basic information relating to how you contacted us, for example the date and time of your enquiry and, where relevant, general device or browser information as provided by your method of communication.
How We Collect Your Data
We may collect your personal data directly from you when you contact us to request a quotation, make a booking, or ask a question about our services, whether by telephone, online enquiry form, or other communication channel.
We may also generate personal data about you as part of our interactions with you, for example creating booking records, invoices and confirmation messages. In limited cases we may receive personal data about you from third parties who are arranging a removal or transport on your behalf, such as a family member or business partner. In those cases, the person providing the information is responsible for ensuring you are aware that your details have been shared with us.
Lawful Bases for Processing
We rely on the following lawful bases under the UK General Data Protection Regulation to process your personal data:
Contract. We process personal data where it is necessary for entering into or performing a contract with you, for example to provide quotations, confirm bookings, carry out removals or transport, take payment and manage your account.
Legal obligation. We process some personal data to comply with our legal obligations, including tax, accounting and financial record keeping requirements and responding to lawful requests from public authorities.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided that such interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries, protecting our business and preventing fraud.
Consent. In circumstances where we rely on consent, such as when you specifically agree to receive certain types of optional communications, you may withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.
Purposes for Which We Use Personal Data
We use your personal data for the following purposes:
To respond to enquiries and provide quotations for man and van and related services in the Brentford area.
To arrange, manage and fulfil bookings, including planning routes, allocating vehicles, and coordinating collection and delivery.
To communicate with you about your booking, including confirmations, updates, changes and follow up communications related to the service.
To process payments, issue invoices and maintain appropriate financial and service records.
To handle customer service queries, complaints or disputes.
To meet legal and regulatory requirements, including record keeping, accounting and responding to lawful requests.
To protect our business, vehicles and staff, for example by maintaining records of service activities and addressing security or misuse concerns.
Data Sharing and Processors
We do not sell your personal data. However, we may share your personal data with third parties where necessary for the purposes described in this Privacy Policy, and only to the extent permitted by law.
Service providers and processors. We may use trusted third party providers to help us operate our business and deliver services. These may include providers of payment processing, IT hosting, customer management systems, accounting or administrative support. Such providers act as data processors and are only allowed to process your personal data on our instructions and for the purposes specified by us. They are required to implement appropriate security measures and to protect your data.
Professional advisers. We may share personal data with professional advisers such as accountants or legal advisers when necessary for the establishment, exercise or defence of legal claims or to comply with legal obligations.
Authorities and legal requirements. We may disclose personal data to law enforcement bodies, regulatory authorities or other public bodies where we are required or permitted to do so by law.
International Transfers
Our primary operations and data storage are based in the United Kingdom. If, in limited cases, your personal data is transferred outside the United Kingdom or European Economic Area by our processors, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures required by data protection law.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, or reporting requirements. The specific retention period may vary depending on the type of data:
Booking and service records, including contact details and service information, are generally kept for a number of years following completion of the service to comply with tax and accounting rules and to help resolve any potential disputes.
Enquiry information that does not result in a booking may be retained for a limited time to manage follow up communications and internal analysis, after which it will be deleted or anonymised.
Where we rely on consent for specific optional communications, we will retain your contact details for that purpose until you withdraw your consent or we no longer need them, whichever occurs first.
Data Security
We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised or unlawful access, accidental loss, destruction or damage. These measures include access controls, restricted access to personal data on a need to know basis, and the use of secure systems and processes. While we strive to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions but generally include:
Right of access. You have the right to request confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification. You have the right to ask us to correct inaccurate personal data or complete information that is incomplete.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction. You have the right in certain cases to request that we restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.
Right to object. You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop the processing unless we can demonstrate compelling legitimate grounds overriding your interests, rights and freedoms, or where the processing is required for legal claims.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.
Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent is withdrawn.
To exercise any of your rights, you may contact us using the contact details provided on our website or other standard communication channels. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your data protection rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
