Man and a Van Brent Privacy Policy
This Privacy Policy explains how Man and a Van Brent collects, uses, stores and protects your personal data when you use our services in the Brent area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man and a Van Brent customers and prospective customers located in the Brent area who contact us, request a quote, or use our services.
Who We Are and Scope of This Policy
Man and a Van Brent is a local service provider offering transport and moving services in the Brent area. For the purposes of data protection law, Man and a Van Brent is the data controller of the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed when you interact with us and when we provide our services.
Types of Personal Data We Collect
We collect and process only the personal data that is necessary to provide our services and run our business. The categories of personal data we may collect include:
Identity and contact details, such as your name, address, service locations, and any additional delivery or collection addresses you provide.
Booking and service information, such as the date and time of your booking, the type of items to be moved, access information for properties, and any special instructions for the job.
Communication records, such as notes of telephone conversations, and records of any messages you send to us and our responses.
Payment and transaction details, such as information relating to the price quoted, invoices, payment confirmations, and records of payments. We do not store full payment card numbers or security codes if you pay by card; these are processed by our chosen payment processor.
Technical and usage data, where relevant, such as basic device or browser information and general usage data if you interact with any online tools we provide, for example a quote request form.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information or a quote, when you confirm a booking, when you communicate with us about an existing booking, when you provide instructions during the provision of services, and when you pay for our services.
We may also receive personal data about you from third parties when another person books our services on your behalf and gives us your details. In such cases, this Privacy Policy still applies to our use of your personal data.
Lawful Basis for Processing Your Data
We process your personal data under one or more of the following lawful bases as set out in data protection law:
Contract. We process your data when it is necessary to take steps at your request before entering into a contract with you, and to perform a contract once you have booked our services. This includes providing quotes, confirming bookings, and carrying out the agreed services.
Legal obligation. We process certain data when it is necessary to comply with legal obligations, such as keeping records for tax and accounting purposes.
Legitimate interests. We process personal data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries and complaints, and keeping basic records of past jobs to assist with repeat bookings and service quality.
Consent. In limited cases, we may rely on your consent, for example if we wish to send you certain types of optional marketing communications by electronic means. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data to provide quotes and respond to enquiries, to arrange and manage bookings, to deliver our services at the agreed locations and times, to communicate with you before, during, and after the provision of services, to issue invoices and process payments, to manage any queries, complaints, or disputes, and to maintain business records and comply with legal and regulatory requirements.
Retention of Your Personal Data
We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we keep booking and service records, including related contact details and communications, for a period that allows us to handle queries about past jobs, respond to any disputes or claims, and meet our tax and accounting obligations. The precise retention period may vary depending on the type of information and the legal requirements that apply.
When personal data is no longer required for the purposes for which it was collected, we will securely delete or anonymise it so that it can no longer be associated with you.
Data Processors and Third Party Recipients
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your personal data in accordance with our instructions and for the purposes we specify, and they are required to protect your data under a written contract.
Examples of processors and third party recipients include payment processing providers that handle card or electronic payments, providers of accounting or invoicing systems that help us manage our financial records, and providers of communication or booking tools that assist with managing enquiries and bookings.
We may also share your data with professional advisers, such as accountants or legal advisers, where this is necessary for our legitimate business purposes and compliance with legal obligations, and with regulatory authorities, law enforcement, or other public bodies where we are required to do so by law or where disclosure is necessary for the prevention or detection of crime.
We do not sell your personal data to third parties.
International Transfers
If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. This may include using standard contractual clauses or ensuring the recipient is in a country that has been recognised as providing an adequate level of data protection.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include restricted access to systems and records, secure storage of physical and electronic records, staff awareness and guidance on handling personal data, and regular review of our security practices to ensure they remain appropriate to the level of risk.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van Brent customers in the Brent area, subject to certain limitations and exemptions in the law.
You have the right to request access to your personal data and receive a copy of the information we hold about you, the right to request correction of any inaccurate or incomplete personal data, the right to request erasure of your personal data where there is no longer a valid reason for us to keep it, the right to object to certain types of processing based on our legitimate interests, the right to request restriction of processing in certain circumstances, for example while we verify the accuracy of data, the right to request the transfer of your personal data to you or to a third party in a structured, commonly used, machine readable format where the processing is based on consent or contract and carried out by automated means, and the right to withdraw consent where we are relying on your consent to process your personal data.
If you wish to exercise any of these rights, you can contact us using the details you have already been given when arranging or using our services. We may need to verify your identity before responding to your request to protect your privacy and security.
Complaints and Contact
If you have any concerns about how we handle your personal data or about this Privacy Policy, you should raise them with us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the data protection supervisory authority in the United Kingdom if you are not satisfied with our response.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, changes in how we process personal data, or changes in the law. When we update the policy, we will make the revised version available and indicate the date of the latest revision. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
