Privacy Policy - Man And A Van Brixton

This Privacy Policy explains how Man And A Van Brixton collects, uses, stores, shares, and protects personal data when providing moving, delivery, transport, and related services. It applies to all Man And A Van Brixton customers in the Brixton area, including anyone who enquirers about, books, or receives our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And A Van Brixton acts as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed. We take our responsibilities seriously and only collect the information needed to deliver our services, respond to requests, manage bookings, and meet legal obligations.

2. Personal Data We Collect

We may collect and process different types of personal data depending on the nature of your enquiry or booking. The data we collect is limited to what is necessary and relevant for providing our services.

Information you provide directly

Identity details, such as your name
Contact information, such as your phone number and email address
Service details, including pickup and delivery addresses, move dates, access information, and item descriptions
Payment-related information, where needed for invoicing, receipts, or payment processing
Communication records, including messages, notes, and booking instructions

Information collected automatically or indirectly

Technical data, such as IP address, device type, and browser information if you contact us online
Service usage data, such as records of your booking history, quotations, and service preferences
Operational information, such as delivery outcomes, schedule changes, or access issues related to the job

We do not seek to collect special category data unless it is necessary and lawful to do so. If such information is incidentally disclosed to us, we will only process it where a lawful basis applies and where appropriate safeguards are in place.

3. How We Use Your Personal Data

We use personal data to operate our business and provide a reliable service. The purposes for processing may include:

responding to enquiries and providing quotes
managing bookings and scheduling services
carrying out removals, deliveries, and related transport services
contacting you about your booking or service updates
processing payments, invoices, and receipts
recording service history and handling complaints or disputes
meeting legal, tax, insurance, and regulatory obligations
protecting our business, staff, vehicles, and customers from fraud or misuse

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe that we need to use it for another compatible purpose and we have a lawful basis to do so.

4. Lawful Basis for Processing

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

Performance of a contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, confirming bookings, carrying out removals or deliveries, and managing service-related communication.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include managing our business efficiently, keeping accurate records, preventing fraud, improving service quality, and handling customer issues.

Legal obligation

We may process personal data where required to comply with legal duties, such as tax recordkeeping, accounting obligations, insurance requirements, and lawful requests from public authorities.

Consent

In limited situations, we may rely on your consent, for example if we need to process optional information that is not necessary for the service. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties, known as processors or service providers, where this is necessary to deliver our services or run our business. These parties act on our instructions and are required to protect your data appropriately.

Types of processors may include

Payment processors who handle card or electronic payments
Accounting and bookkeeping providers who support financial records and tax compliance
IT and cloud service providers who store data securely or support communication systems
Scheduling or customer management tools used to organise bookings and service records
Insurance providers where disclosure is necessary for claims or risk management
Professional advisers such as legal or financial advisers when required

We may also disclose personal data to law enforcement, regulators, courts, or other authorities where required by law. We do not sell your personal data.

6. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under UK data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of data and the service provided.

In general, we may retain:

booking and service records for a period needed to manage customer relations, disputes, and service history
financial and invoice records for the period required by law
communication records for as long as needed to resolve queries or complaints
technical or security records for a limited period where needed to protect our systems or business

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. However, no method of transmission or storage is completely secure, so we cannot guarantee absolute security.

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 certain conditions and exemptions.

Your rights include:

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 data
Right to erasure – in some cases, you may ask us to delete your personal data
Right to restriction – you may ask us to limit how we use your data in certain situations
Right to data portability – you may request that certain data be provided to you or another controller in a structured format
Right to object – you may object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where we rely on consent, you may withdraw it at any time

Please note that some rights may not apply in all circumstances, especially where we need to retain information for legal compliance, contractual performance, or legitimate business purposes.

10. Automated Decision-Making

We do not use fully automated decision-making or profiling in a way that produces legal or similarly significant effects on customers. If this changes in the future, we will update this policy and provide the information required by law.

11. Children’s Data

Our services are intended for adults and business or household customers arranging moving or transport services. We do not knowingly collect personal data from children except where it is incidentally necessary for a service and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Key Principles

Man And A Van Brixton only collects personal data that is necessary to provide services, manage bookings, meet legal obligations, and run our business responsibly. We process data under lawful bases including contract, legitimate interests, consent, and legal obligation. We share data only with carefully selected processors and only when necessary. We keep personal data only for as long as needed and respect your rights under data protection law.

By using our services, you acknowledge that this Privacy Policy applies to all Man And A Van Brixton customers in the Brixton area.