Privacy Policy - Brent Man And Van

This Privacy Policy explains how Brent Man And Van collects, uses, stores, shares, and protects personal data when providing removal and transport services. It applies to all Brent Man And Van customers in the area, including anyone who requests a quote, books a service, communicates with us, or uses our services in any way.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. We only collect the personal information necessary to provide our services, manage business operations, meet legal obligations, and improve customer experience.

1. What Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information such as your name and, where relevant, business name.
Contact information such as address, email address, and telephone number.
Booking and service details including collection and delivery addresses, preferred dates and times, property access details, and information about items to be moved.
Payment information such as payment method, billing details, and transaction records. We do not keep more payment information than is necessary.
Communication records including emails, messages, notes from phone calls, complaints, and feedback.
Technical data such as IP address, browser type, device information, and usage information if you interact with our online systems.
Special category data only where you voluntarily provide it and where it is necessary for service delivery, for example access requirements related to health or mobility considerations.

We do not intentionally collect more data than is needed for the purposes described in this policy. If you provide information about third parties, you should ensure that you have permission to do so.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, manage, and complete removals and related services.
To confirm bookings, send updates, and manage scheduling.
To process payments, refunds, and invoices.
To communicate about changes, delays, or service issues.
To handle complaints, disputes, and claims.
To maintain records for accounting, tax, legal, and insurance purposes.
To improve our services, systems, and customer support.
To comply with legal and regulatory requirements.

We will only use personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for using your personal data. Depending on the context, Brent Man And Van relies on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes handling quotes, bookings, moving arrangements, and service delivery.

Legal obligation

We may process data where required to comply with legal duties, such as tax, accounting, record-keeping, or responding to lawful requests from authorities.

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 service improvement, fraud prevention, internal administration, and record management.

Consent

Where required, we rely on your consent, for example if you choose to provide optional information that is not strictly necessary for the service. You may withdraw consent at any time, where consent is the legal basis for processing.

Vital interests and public interest

In rare situations, we may process data to protect someone’s vital interests or where another legal basis in the public interest applies. This will only occur if necessary and appropriate.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and with appropriate safeguards. These may include:

Payment processors that handle card or online transactions securely.
IT and cloud service providers that support email, data storage, scheduling, or customer management systems.
Accounting and bookkeeping providers that help us meet financial and tax obligations.
Insurance providers where claims or incidents need to be assessed.
Professional advisers such as lawyers, auditors, or consultants when necessary.
Subcontractors or operational partners who assist with service fulfilment, subject to confidentiality and data protection obligations.

We do not sell personal data. Where processors are used, they are required to protect the data, use it only on our instructions, and maintain appropriate security measures. We take reasonable steps to ensure any third parties we work with meet data protection standards.

5. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. This may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We aim to keep all transfers limited and secure.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. Retention periods may vary depending on the type of data and the reason it was collected.

Quotation and enquiry records are generally kept for a reasonable period to manage follow-up questions and business administration.
Booking and service records are kept for the duration of the service and for a further period needed for claims handling, warranty issues, or dispute resolution.
Financial and tax records are retained for the period required by applicable law.
Communication records may be retained where needed for customer service, audit, or legal protection.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting data access to those who need it for legitimate business purposes.

Although no system is completely secure, we work to maintain a level of security that is appropriate to the nature of the data and the risks involved.

8. Your Rights

Under the UK GDPR, you have several rights regarding your personal data. Subject to legal limitations, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict how we process your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us in a structured, commonly used format, where applicable.
Withdraw consent at any time where processing is based on consent.

You also have the right to raise concerns about how your personal data is handled. If you believe your data protection rights have been breached, you may complain to the relevant supervisory authority.

9. Children’s Data

Our services are not intended for children, and we do not knowingly collect personal data from individuals under the age of 18 unless it is necessary in the course of providing a service requested by an adult customer. 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 legal requirements, operational practices, or the way we handle personal data. Any updates will take effect when published, and the latest version will always apply to current and future processing.

11. How This Policy Applies

This Privacy Policy applies to all Brent Man And Van customers in area, including prospective customers, active customers, and former customers whose data we retain for legal or business reasons. By using our services, you acknowledge that your personal data may be processed as described in this policy.

12. Our Commitment

We aim to keep personal data accurate, secure, and used only for legitimate purposes. We will always treat your information with care and respect, and we will continue to review our procedures to ensure compliance with data protection law. If you have any concerns about how your personal data is processed, we will do our best to address them promptly and fairly.