Privacy Policy - Man With Van Brunswick Park

Effective date: This Privacy Policy applies to all Man With Van Brunswick Park customers in the area and explains how personal data is collected, used, stored, shared, and protected when services are requested or provided.

Man With Van Brunswick Park is committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help customers understand what information is processed, why it is processed, how long it is kept, and what rights individuals have in relation to their data.

1. Who this policy applies to

This policy applies to all customers, prospective customers, website visitors where applicable, and any other individuals whose personal data is processed in connection with services provided by Man With Van Brunswick Park in the local area. It also applies to people who communicate with the business during quotations, bookings, service delivery, payment, complaints, or follow-up administration.

For the purposes of this policy, “personal data” means any information relating to an identified or identifiable living person. This may include names, contact details, addresses, booking information, payment-related records, and service notes.

2. Data we collect

We collect only the data necessary to provide and manage moving and transport services, comply with legal obligations, and improve our operations. Depending on how you interact with us, the following categories of data may be processed:

Identity details: full name and, where needed, company or organisation name.
Contact details: phone number, email address, and service address or collection/delivery address.
Booking and service details: requested dates, items to be moved, access notes, special handling instructions, and service preferences.
Transaction details: records relating to invoicing, payment status, and accounting information.
Communication records: messages, call notes, complaints, feedback, and correspondence relating to a booking or service.
Operational information: information needed to plan routes, allocate resources, and complete the move safely and efficiently.
Technical data: limited device or usage information if collected through digital tools, such as logs or cookies, where applicable.

We do not seek to collect unnecessary sensitive data. However, if you voluntarily provide information that may be considered special category data, we will process it only where there is a lawful basis and where it is necessary and appropriate to do so. Please avoid sharing sensitive information unless it is essential to the service.

3. How we use your data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and plan moving services;
to communicate about the service, including timing and logistics;
to carry out the service safely, efficiently, and in line with customer instructions;
to process payments, issue records, and maintain accounting files;
to handle complaints, claims, or disputes;
to meet legal, tax, insurance, and regulatory obligations;
to protect against fraud, misuse, or other unlawful activity;
to improve internal operations and service quality.

We only use personal data where it is necessary for one or more of these purposes and where the law allows it.

4. Lawful basis for processing

Under GDPR, we must have a lawful basis for processing personal data. The lawful bases we rely on may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as arranging a booking, completing a move, or handling related customer service matters.

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 may include managing operations, maintaining service records, preventing fraud, and improving efficiency.

Legal obligation

We process certain information to comply with legal or regulatory obligations, including accounting, tax, insurance, and record-keeping requirements.

Consent

Where consent is required by law, we will ask for it clearly and separately. You may withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

Note: We do not rely on consent where another lawful basis is more appropriate, such as contract or legal obligation.

5. Sharing and processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties are only involved when necessary to deliver our services or meet legal obligations. They are expected to protect data appropriately and use it only for legitimate purposes.

Examples of processors may include:

Payment service providers that handle transaction processing;
Accounting or bookkeeping providers that assist with financial administration;
IT and cloud service providers that store or manage business records;
Communication service providers that support email, messaging, or phone systems;
Professional advisers such as insurers, auditors, or legal advisers where required;
Public authorities where disclosure is required by law or necessary to protect rights and safety.

We require processors to implement appropriate technical and organisational measures to protect personal data. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place in line with applicable data protection laws.

6. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, tax, or insurance requirements. Retention periods may vary depending on the type of information and the context in which it was collected.

Booking and service records: retained for a period necessary to manage the service, handle follow-up, and resolve disputes.
Financial and invoice records: retained for the period required by tax and accounting law.
Communication and complaint records: retained for as long as needed to address the matter and demonstrate compliance.
Legal or claims-related records: retained longer where required to defend legal claims or meet insurance obligations.

When personal data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

While no system can be guaranteed completely secure, we continually assess our safeguards and seek to reduce risk wherever reasonably possible.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply subject to legal conditions and exemptions.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may request correction of inaccurate or incomplete data.
Right to erasure: in certain circumstances, you may request deletion of your data.
Right to restriction: you may ask us to limit processing in certain cases.
Right to object: you may object to processing based on legitimate interests.
Right to data portability: in some cases, you may request that data be provided in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Important: Exercising your rights will not usually affect services already provided or information we must keep to meet legal obligations.

9. How requests are handled

When you make a request regarding your rights, we may need to verify your identity before responding. This is to protect your personal data from unauthorised disclosure. We aim to respond within the time limits required by law and will let you know if additional time is needed due to complexity or multiple requests.

10. Children’s data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children as a primary purpose of our services. If we become aware that children’s data has been provided unintentionally, we will handle it in accordance with data protection law and remove it where appropriate.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date stated in the revised policy. We encourage customers to review it periodically so they remain informed about how their information is handled.

12. Summary of our commitment

Man With Van Brunswick Park treats privacy seriously and aims to process personal data only when necessary, only for clear purposes, and only for the time required. We are committed to ensuring that all customers in the area receive services under a framework that respects confidentiality, accountability, and legal compliance.

In short: we collect the minimum information needed, use it for legitimate service-related and legal purposes, limit sharing to trusted processors and lawful disclosures, retain data responsibly, and support your rights under GDPR.