Privacy Policy - Man And Van Brookgreen

This Privacy Policy explains how Man And Van Brookgreen collects, uses, shares, stores, and protects personal data in connection with the services we provide. It applies to all Man And Van Brookgreen customers in the area, including individuals who request quotes, book services, make enquiries, receive moving or transport assistance, or otherwise interact with our business. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Information We Collect

We collect only the personal data necessary to provide our services effectively, manage our business, and meet legal obligations. Depending on how you use our services, we may collect the following categories of information:

Identity data such as your name and title.
Contact data such as address details and telephone number.
Service information such as moving dates, property access details, inventory notes, delivery instructions, and service preferences.
Billing and transaction data such as payment records, invoice details, and payment status.
Communication data such as messages, enquiry details, complaints, and feedback.
Technical data if you interact with us electronically, including basic device or usage information where applicable.

We generally do not seek to collect sensitive personal data unless it is necessary for a specific request or required by law. If such information is provided, we will handle it with appropriate care and only where there is a valid lawful basis.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and deliver moving and transport services.
To communicate with customers about bookings, schedules, and service updates.
To process payments, issue invoices, and manage accounting records.
To handle complaints, disputes, and customer support requests.
To maintain business records and comply with legal, tax, and regulatory obligations.
To protect our business, staff, customers, and assets from fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose and the law allows us to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. We rely on the following legal grounds:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes managing quotes, bookings, and service delivery.

Legal Obligation

We process certain data where required to comply with legal obligations, including tax, accounting, record-keeping, and other regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include business administration, service improvement, fraud prevention, security, and internal record management. We always consider whether the impact on your privacy is proportionate before relying on this basis.

Consent

In limited situations, we may rely on your consent, for example where specific optional information is collected or certain types of communication are sent. When consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We do not sell your personal data. We may share information with trusted third parties only when necessary and only to the extent required to deliver our services, operate our business, or comply with the law.

These third parties may act as processors on our behalf or as independent controllers in their own right. Examples may include:

Payment processors that handle transactions securely.
Accounting and bookkeeping providers that support financial administration.
IT and cloud service providers that store or maintain business systems.
Communication service providers that help us manage messages or operational notifications.
Professional advisers such as legal, tax, or insurance professionals where necessary.
Public authorities or enforcement bodies where disclosure is required by law.

Where we use processors, we ensure they are contractually bound to protect personal data, act only on our instructions, and implement appropriate security measures. We do not permit them to use your information for their own independent purposes unless they are separately acting as a controller and have a lawful basis to do so.

5. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting, and reporting requirements. The retention period depends on the type of data and the reason it was collected.

Customer and booking records are retained for as long as needed to complete the service and handle follow-up matters.
Financial and invoice records are retained for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a reasonable period after the matter is resolved in case of further queries or legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked to an identifiable person.

6. Data Security

We take the protection of personal data seriously. We use reasonable technical and organisational measures designed to prevent unauthorised access, accidental loss, misuse, alteration, or disclosure of personal information. These measures may include access restrictions, secure storage, staff awareness, and review of our internal processes.

Although we work to protect personal data, no method of transmission or storage is completely secure. If a data incident occurs, we will assess the situation and take appropriate action in line with our legal obligations.

7. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may apply depending on the circumstances and the lawful basis used to process your data.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restrict processing – you can ask us to limit how your data is used in certain situations.
Right to data portability – you can request transfer of certain data in a structured format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a request. We will respond within the time limits required by law unless the request is complex or multiple requests have been made, in which case an extension may apply.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection laws. This may include using approved contractual protections or transferring data only to countries recognised as providing adequate protection.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a service request and is necessary for that service. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to remain informed about how their data is handled.

11. Contacting Us About Privacy

If you have questions about this Privacy Policy or wish to exercise your rights, you may raise your request through our usual business communication channels. We will review and respond to privacy matters as required by applicable law.

In summary, Man And Van Brookgreen processes personal data responsibly and only where there is a lawful basis to do so. We collect information needed to provide services, retain it for appropriate periods, use trusted processors where necessary, and respect the rights of our customers in the area.