Privacy Policy - Brent Man And Van

This Privacy Policy explains how Brent Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Brent Man And Van customers in the area, including individuals who request quotes, make bookings, receive removals or delivery services, or communicate with us about our services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy is designed to be clear and transparent so you understand what happens to your information when you use our services. By engaging with Brent Man And Van, you should be aware that certain personal data is necessary for us to provide quotes, manage bookings, carry out transport services, and meet legal obligations. We only collect what is relevant and necessary for these purposes.

1. Data We Collect

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

Identity details such as your name and, where relevant, business name.
Contact details including phone number, email address, and service address.
Booking information such as moving dates, pickup and delivery locations, item descriptions, and service preferences.
Payment-related information such as billing details and transaction records. We do not store full card details where a third-party payment processor is used.
Communication records including emails, messages, call notes, and any information you provide when making an enquiry or complaint.
Service information such as access instructions, parking notes, inventory details, and photographs you voluntarily share for quotation or service planning.
Technical and usage data if you interact with digital tools we use for business administration, such as device identifiers, IP addresses, or cookies where applicable.

We do not intentionally collect special category personal data unless you choose to provide it. Special category data may include information about health, religion, ethnicity, or other sensitive characteristics. If such information is provided inadvertently, we will treat it with extra care and only process it where legally permitted and necessary.

2. How We Use Your Data

Brent Man And Van uses personal data for the following purposes:

to provide quotations and assess service requirements;
to arrange and perform moving, delivery, and related transport services;
to communicate with you about bookings, changes, and service updates;
to process payments and maintain financial records;
to manage customer support, complaints, and service issues;
to maintain internal administration, safety, and operational records;
to comply with tax, insurance, transport, and other legal duties;
to prevent fraud, misuse, or unauthorised access to our systems or services.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotes, confirming bookings, carrying out removals or deliveries, and handling payment administration.

Legal Obligation

We process certain information to comply with legal obligations, such as recordkeeping for tax and accounting, responding to lawful requests, and maintaining evidence required under insurance or transport regulations.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing our operations, improving service quality, preventing fraud, handling disputes, and maintaining business records. Where we rely on legitimate interests, we consider the impact on your privacy and take steps to minimise any risk.

Consent

In limited circumstances, we may rely on your consent, for example for certain marketing communications where required by law. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. How We Share Data and Processors

We may share personal data only where necessary and appropriate. Brent Man And Van may disclose information to the following categories of recipients:

Service processors who support our business operations, such as payment providers, accounting software providers, secure storage providers, communication platforms, or IT support services.
Professional advisers including insurers, lawyers, accountants, or auditors where required for legitimate business or legal reasons.
Authorities and regulators where we are required to do so by law, court order, or other lawful request.
Operational partners involved in delivering the service you requested, where disclosure is necessary to complete the work.

All processors acting on our behalf are required to protect your data, use it only in accordance with our instructions, and implement appropriate technical and organisational security measures. We aim to choose processors that provide sufficient guarantees of compliance with data protection law.

We do not sell personal data. If any transfer of data outside the UK is needed through a processor, we will ensure appropriate safeguards are in place in accordance with applicable law.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of information and the reason it was collected.

In general:

Quotation and enquiry records may be retained for a reasonable period to manage follow-up requests and business records.
Customer booking and service records are retained for the period necessary to fulfil the contract and resolve any later queries or disputes.
Financial and tax records are kept for the period required by law.
Complaint and incident records may be retained longer where needed for legal claims, insurance matters, or compliance purposes.

When data is no longer needed, we will securely delete, destroy, or anonymise it. Retention is reviewed periodically so we do not keep personal data for longer than necessary.

6. Data Security

We take the security of your information seriously and use appropriate measures to protect it against loss, unauthorised access, alteration, or disclosure. These measures may include access restrictions, password protection, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis.

No system is completely secure, but we work to reduce risks and maintain good data protection practices. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will take action in line with legal requirements.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply depending on the circumstances and any legal exemptions:

Right of access – you can request confirmation of whether we process your data and obtain a copy.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you can request deletion of your data.
Right to restriction – you can ask us to limit how your data is processed in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request a structured copy of data you provided to us.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to contact us first so we can address any concerns directly.

8. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children except where it is incidentally included in service arrangements, for example when family items are being moved. If such data is provided, it will be processed only as needed for the service and with appropriate care.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their data is handled.

10. Summary of Our Commitment

Brent Man And Van is committed to using personal data fairly, lawfully, and transparently. We only collect data needed to provide and manage our services, we rely on valid lawful bases for processing, we retain information only as long as necessary, and we use trusted processors under appropriate safeguards. We respect your rights and aim to handle all data in a responsible and secure manner. This policy applies to all Brent Man And Van customers in area and is intended to protect your privacy throughout every stage of our service relationship.