Privacy Policy - Man And Van Brixton

This Privacy Policy explains how Man And Van Brixton collects, uses, stores, shares, and protects personal data in relation to our moving, delivery, and van hire services. It applies to all Man And Van Brixton customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Brixton provides removal and transport services for customers in and around Brixton. For the purposes of data protection law, we act as the data controller when we decide how and why personal data is used. In some cases, we may also act as a processor when handling data on behalf of another controller, such as a business customer that instructs us to move items for its clients or staff.

2. Personal Data We Collect

We only collect data that is necessary for providing our services, managing bookings, and meeting legal and operational requirements. The personal data we may collect includes:

Identity information such as your name and, where relevant, company name.
Contact details including phone number and email address.
Service information such as pickup and delivery addresses, access notes, inventory details, preferred dates, and special handling instructions.
Payment information such as billing records and payment status.
Communication records including enquiries, complaints, feedback, and correspondence.
Transaction and booking history showing the services you requested and how they were delivered.
Technical data where necessary, such as IP address or device-related information if you interact with us online.

We do not intentionally collect special category data unless you choose to provide it and it is clearly necessary for a specific service request. We ask that you avoid sharing unnecessary sensitive information.

3. How We Use Your Data

We use personal data only for legitimate business purposes connected to our services. These purposes include:

Preparing quotations and confirming bookings.
Managing removals, collections, deliveries, and related customer requests.
Communicating about schedules, access arrangements, and service updates.
Processing payments and handling invoices or refunds where applicable.
Responding to questions, complaints, and service issues.
Maintaining accurate business records and service history.
Complying with legal, tax, insurance, and regulatory obligations.
Protecting against fraud, misuse, and unauthorised access.

We will only use your data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to use it for another purpose.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Man And Van Brixton relies on the following lawful bases:

Contract – processing is necessary to perform our services or to take steps at your request before entering into a contract, such as providing a quote or confirming a booking.
Legal obligation – processing is necessary to comply with legal duties, including tax, accounting, and record-keeping requirements.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing operations, improving services, preventing fraud, and maintaining secure records, provided these interests do not override your rights and freedoms.
Consent – where required, we will ask for your clear consent, for example if we need to use data for optional marketing communications. You may withdraw consent at any time.

We do not rely on consent where another lawful basis is more appropriate for the service relationship. Data processing is limited to what is necessary and proportionate.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary for service delivery, legal compliance, or business administration. These third parties may act as processors or independent controllers depending on the context. Examples include:

Payment service providers that handle card or online payment processing.
Accounting and bookkeeping providers that support invoicing, tax reporting, and financial record management.
IT and cloud service providers that store data securely and help us operate our systems.
Booking, scheduling, and communications tools that help us manage customer requests and service updates.
Professional advisers such as insurers, auditors, legal advisers, and compliance specialists.

We require processors to handle data securely, only on our instructions, and in line with applicable data protection laws. We do not sell your personal data. We may disclose data if required by law, court order, or to protect our rights, property, staff, or customers.

6. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms designed to protect your personal data.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal and operational requirements. Retention periods may vary depending on the type of record and the reason it is held. In general:

Booking and service records are retained for a reasonable period after the service to allow for administration, queries, and dispute handling.
Financial and tax records are kept for the period required by law.
Communication records are retained as needed to resolve customer issues and maintain business records.
Marketing consent records are kept until you withdraw consent or until they are no longer needed.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, alteration, unauthorised access, and disclosure. These measures may include access controls, secure storage, limited staff access, and supplier due diligence. While no system is completely risk-free, we work to maintain a level of security that is appropriate to the nature of the data we hold.

9. Your Rights

As a data subject under GDPR, you have several rights in relation to your personal data. These include:

Right of access – to request confirmation of whether we process your data and to obtain a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in specific situations.
Right to object – to object to processing based on legitimate interests, including direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You may also have the right to challenge automated decision-making if it is ever used. We do not intend to make decisions that produce legal or similarly significant effects without human involvement.

10. Children’s Data

Our services are intended for adult customers and business clients. We do not knowingly collect data from children except where it is incidentally included in booking or household information provided by an adult customer. If we become aware that we have collected data unnecessarily, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published and will continue to apply to all Man And Van Brixton customers in the area.

12. Summary of Our Commitments

Man And Van Brixton is committed to using personal data responsibly, securely, and transparently. We collect only the information needed to deliver our services, rely on lawful grounds for processing, retain records only as long as required, and work with trusted processors under proper safeguards. We respect your privacy rights and aim to ensure that your information is handled with care at every stage of the service relationship.