Privacy Policy
Brent Man and Van Privacy Policy
This Privacy Policy explains how Brent Man and Van collects, uses, stores, and shares personal data when providing man and van, moving, and related services. It applies to all Brent Man and Van customers and prospective customers in the Brent area, as well as anyone who contacts us to enquire about our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation and the Data Protection Act.
Who This Policy Applies To
This Privacy Policy applies to individuals and businesses who:
• Request a quote or information about our services in the Brent area.
• Make a booking with Brent Man and Van.
• Use our services for moving, collection, delivery, or related activities.
• Communicate with us by phone, online forms, messaging, or in writing.
By engaging with us, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We may collect and process the following categories of personal data when you interact with Brent Man and Van:
• Identity details such as full name and, where relevant, business name and contact person.
• Contact details such as postal address for collection and delivery, general correspondence address, and any other address you provide for the service, as well as general contact details you choose to provide.
• Booking and service details such as requested dates and times, type of move or items to be transported, access information for properties, and any specific instructions you provide.
• Payment related information such as basic transaction details and payment status. Payment card details are handled by our payment service provider and are not stored by us.
• Communication records such as emails, messages, call notes, or other correspondence with you relating to quotes, bookings, complaints, or general enquiries.
• Technical and usage data where permitted, such as basic information arising from use of online contact or booking tools, including time and date of your enquiry and general device or browser information.
How We Collect Your Data
We collect personal data directly from you when you:
• Request a quote or make a booking by phone or online.
• Provide details for collection and delivery addresses and access instructions.
• Communicate with us regarding your booking or our services.
• Make payments using our chosen payment methods or platforms.
We may also receive personal data about you from:
• Third parties who book our services on your behalf, such as a friend, family member, or business contact.
• Business partners or platforms that refer you to us to fulfil a man and van service.
Lawful Bases for Processing Your Data
We rely on the following lawful bases under GDPR to process your personal data:
Contract
We process your data when it is necessary to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, confirming bookings, carrying out your move, and handling payments.
Legitimate Interests
We process your data when it is necessary for our legitimate interests or those of a third party, and those interests are not overridden by your rights. This may include:
• Managing and improving our services and operations.
• Responding to enquiries and resolving issues or complaints.
• Keeping records for business management and planning.
• Protecting our business, staff, and customers from fraud or misuse.
Legal Obligations
We process your data when we need to comply with legal or regulatory requirements, such as maintaining accounting records for tax purposes or cooperating with lawful requests from authorities.
Consent
Where we rely on consent, for example for certain types of marketing communications, we will make this clear at the point of collection. You can withdraw your consent at any time by contacting us using the details shown on our main website or other communications.
How We Use Your Personal Data
We use your personal data for the following purposes:
• Providing quotes, estimates, and information about our services.
• Setting up, confirming, and managing bookings and schedules.
• Planning and performing moves, collections, and deliveries, including contacting you about access and timing.
• Processing and recording payments and handling related queries.
• Communicating with you before, during, and after the service regarding any updates, issues, or feedback.
• Keeping appropriate business records, including invoices and job records.
• Improving our services, operations, and customer experience.
• Handling complaints, disputes, or claims.
Data Sharing and Processors
We may share your personal data with:
• Staff and drivers of Brent Man and Van who need the information to carry out your service.
• Service providers and data processors who perform tasks on our behalf, such as payment processing, accounting support, scheduling tools, or providers of communication and storage systems.
• Professional advisers including accountants, insurers, or legal advisers when reasonably necessary for business operations, legal compliance, or in connection with claims.
Whenever we use data processors, we ensure that appropriate data protection terms are in place so that your personal data is processed only in accordance with our instructions, securely, and in compliance with data protection law.
We do not sell your personal data to third parties.
International Transfers
If any of our service providers or data processors store or process data outside the United Kingdom or European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or an adequacy decision, in order to protect your personal data.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.
In general:
• Basic booking and invoice records are usually kept for up to six years in line with tax and accounting requirements.
• Enquiry information that does not lead to a booking may be retained for a shorter period, typically up to two years, unless we need to keep it longer for legitimate business reasons such as handling a complaint.
• Communication records may be retained for as long as reasonably necessary to manage our relationship with you and to deal with any issues that arise.
When data is no longer needed, we will delete it or anonymise it so that you can no longer be identified.
How We Protect Your Data
We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, or disclosure. These measures may include access controls, secure storage, and staff awareness of data protection responsibilities.
While we take reasonable steps to protect your data, the transmission of information over the internet or by other electronic means can never be completely secure, and you provide data at your own risk.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exceptions. You have the right to:
• Access your personal data and obtain a copy of the information we hold about you.
• Rectify inaccurate or incomplete personal data.
• Erase your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to keep it.
• Restrict the processing of your data in certain situations, such as when you contest its accuracy or object to its processing.
• Object to processing that is based on our legitimate interests, including certain forms of profiling, unless we have compelling legitimate grounds to continue.
• Data portability, which in some cases allows you to obtain your data in a structured, commonly used format and to request that it is transferred to another organisation.
• Withdraw consent where we rely on consent as the lawful basis for processing, without affecting the lawfulness of processing carried out before withdrawal.
You can exercise these rights by contacting us using the contact details displayed on our main website or communications. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have any concerns about how we handle your personal data, you can contact 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 relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal obligations. The updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
