Privacy Policy

Man And Van Bromley is committed to protecting the privacy and personal data of all customers in the Bromley area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK GDPR and the Data Protection Act 2018. It applies to all Man And Van Bromley customers in the area, including anyone who requests, books, receives, or enquires about our moving and van services.

1. Who We Are

For the purposes of data protection law, Man And Van Bromley acts as the data controller for the personal information we collect about our customers, prospects, and other individuals who interact with our services. This means we decide how and why your personal data is used, and we are responsible for ensuring that your information is handled lawfully, fairly, and transparently.

2. Information We Collect

We only collect personal information that is necessary to provide our services, manage bookings, respond to enquiries, and meet legal or contractual obligations. Depending on the nature of your interaction with us, we may collect the following types of data:

Identity details such as your name and title
Contact details such as your phone number and email address
Address details including collection and delivery locations
Booking information such as service dates, service type, item lists, and access notes
Payment information such as billing details and transaction records
Communication records including messages, quotes, complaints, and customer service notes
Technical data such as IP address, browser type, and device information if you interact with our digital services
Usage information related to how you enquire about or use our services

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If you share sensitive information with us, we will only use it where we have a lawful reason to do so and where appropriate safeguards are in place.

3. How We Use Your Personal Data

We use personal information to provide an efficient, reliable, and professional moving service. The main purposes for processing include:

Handling enquiries and providing quotes
Managing bookings and service delivery
Communicating with you about your move
Processing payments and issuing invoices or receipts
Maintaining service records and customer support files
Improving our operations, training, and customer experience
Meeting accounting, tax, and other legal obligations
Preventing fraud, misuse, and security incidents

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 a compatible purpose or where the law permits otherwise.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Man And Van Bromley relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, arranging collections and deliveries, and completing moving services.

Legal Obligation

We may process and retain certain information to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may use personal data for our legitimate business interests, provided those interests do not override your rights and freedoms. This can include managing customer relationships, improving services, preventing fraud, maintaining security, and handling internal administration. Where we rely on legitimate interests, we consider the impact on your privacy and apply appropriate safeguards.

Consent

In some situations, we may rely on your consent, for example where it is required for specific communications or optional processing activities. If we ask for consent, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Information

We only share personal data when necessary and with appropriate protection in place. Your information may be shared with trusted third parties who help us run our business, including:

Payment processors that handle card or electronic transactions
Accounting and bookkeeping providers that support financial administration
IT and cloud service providers that store or secure business systems
Professional advisers such as accountants, insurers, or legal advisers
Subcontractors or operational partners who help deliver services on our behalf
Public authorities where disclosure is required by law or necessary to protect rights and safety

We require processors and service providers to handle personal data securely, use it only for specified purposes, and comply with applicable data protection laws. We do not sell your personal data.

6. International Transfers

If any of our service providers store or access personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information to the required standard.

7. Data Retention

We keep personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason it is held.

Booking and service records are kept for a period that allows us to manage enquiries, resolve disputes, and support service history
Financial records are retained for the period required by law and accounting standards
Communication records may be kept for a reasonable time to provide customer support and handle claims
Technical and security logs are retained only as long as needed for operational protection and troubleshooting

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. 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 work to maintain a level of protection appropriate to the nature of the information we hold.

9. Your Rights

Under data protection law, you have several rights in relation to your personal information. These rights may be subject to legal conditions or exemptions, but we will always assess requests carefully and respond appropriately.

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 information
Right to erasure – in certain circumstances, you can ask us to delete your personal data
Right to restrict processing – you can ask us to limit how we use your data in some situations
Right to data portability – you may request certain data in a structured, commonly used format
Right to object – you can object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

If you wish to exercise any of these rights, we will respond in line with legal timeframes and requirements. We may need to verify your identity before acting on a request.

10. Children’s Data

Our services are intended for adults and business customers arranging removals, deliveries, or related services. We do not knowingly collect personal data from children in the ordinary course of our business. If we become aware that such data has been collected unintentionally, we will take appropriate steps to delete or protect it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how we protect personal information.

12. Complaints and Further Information

If you are concerned about how your personal data has been handled, you may raise the matter with us so we can review it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

By using the services of Man And Van Bromley, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. This policy is designed to ensure transparency, accountability, and respect for your rights while providing services to customers in the Bromley area.