Privacy Policy

Brent Man and Van Privacy Policy

This Privacy Policy explains how Brent Man and Van collects, uses, stores, and protects your personal data when you use our services. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Brent Man and Van customers within our service area, including individuals, sole traders, and business customers.

Who we are

Brent Man and Van provides man and van, transport, and removal services to customers in the local area. In relation to your personal data, Brent Man and Van acts as the data controller. This means we determine the purposes and means of processing the personal data that we collect from you.

Personal data we collect

We only collect personal data that we need in order to provide and manage our services. The categories of data we may collect include:

Identification and contact details: name, address, service addresses, billing address, and other contact details such as communication preferences.

Service and booking information: details of your enquiry, quotations requested, service dates and times, collection and delivery addresses, access information you provide, inventory or description of items to be moved, and any specific instructions about the service.

Payment and billing information: records of payments, invoices, and billing history. We do not store full card details, but we may receive confirmation of payment status from payment processors.

Communication records: emails, messages, and notes from phone calls or other correspondence relating to enquiries, quotes, bookings, complaints, feedback, or after-care.

Technical and usage data: limited technical information about how you visit and use our website or digital services, such as pages viewed, time and date of access, and basic device or browser information, collected through cookies or similar technologies where applicable.

Business customer information: for corporate, public sector, or other organisational clients, we may record business names, contact person names, job titles, and other relevant business contact information.

How we collect your data

We collect personal data in several ways, including:

Directly from you when you contact us by phone, through our website, in writing, or in person to request a quote or make a booking.

When you use our services, for example when our team attends your property and records relevant information to complete the job safely and effectively.

From third parties where lawful and relevant, such as referrals from partners, comparison services, or business clients who provide contact details for coordination of services.

Automatically, when you visit our website, through the use of cookies and similar technologies, subject to your cookie settings and applicable law.

Purposes and lawful bases for processing

We process your personal data only when we have a valid lawful basis under data protection law. Brent Man and Van relies on the following lawful bases:

Contract: We process your data to take steps at your request before entering into a contract, and to perform a contract with you. This includes providing quotations, confirming bookings, delivering removal and transport services, handling payments, and providing customer service.

Legal obligation: We may process your data where necessary to comply with legal obligations, such as accounting, tax, record-keeping, and responding to lawful requests from authorities.

Legitimate interests: We may process your data for our legitimate business interests, provided your interests and fundamental rights do not override those interests. These purposes include managing and improving our services, ensuring the security of our operations, preventing and detecting fraud, handling complaints, and keeping basic records of past services for reference and quality assurance.

Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications or the use of non-essential cookies. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We may use your personal data for the following purposes:

To provide quotations, estimate jobs, and respond to enquiries and requests.

To schedule, manage, and deliver our man and van and related services.

To communicate with you about your bookings, including confirmations, updates, and changes.

To manage payments, invoices, and any refunds, and to maintain financial and accounting records.

To handle complaints, resolve disputes, and respond to feedback.

To improve our services, processes, and customer experience, including training and quality control.

To maintain the safety and security of our staff, customers, and property during the provision of services.

To comply with legal obligations and cooperate with regulators or law enforcement where required.

Data sharing and processors

We do not sell your personal data. We may share your data with trusted third parties to help us deliver our services, but only where they have appropriate security measures and act on our instructions. These third parties may include:

Service providers who support our operations, such as IT providers, website hosting, booking systems, and payment processing services.

Professional advisers, such as accountants or legal advisers, where necessary for business management or legal purposes.

Couriers or partner transport providers where we subcontract or coordinate services, and where your contact or address details are needed to deliver the service.

Regulators, law enforcement bodies, or other authorities, where we are legally required to share information.

Where third parties act as data processors on our behalf, we ensure that appropriate data processing agreements are in place and that they only process your data as instructed by us.

International transfers

Our primary operations are based in the United Kingdom. If we use service providers or systems that involve transferring personal data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protections required by data protection law.

Data retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected and to satisfy any legal, accounting, or reporting requirements. In general:

Enquiry and quotation records may be retained for a reasonable period to follow up on enquiries and manage our business records.

Booking and service records, including invoices and payment records, are typically retained for a number of years to meet accounting, tax, and contractual obligations.

Communications related to complaints or disputes may be kept for longer where necessary to establish, exercise, or defend legal claims.

Where data is no longer needed, it will be securely deleted or anonymised so that it can no longer be linked back to you.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These rights apply to all Brent Man and Van customers in our service area, subject to any legal limitations. Your rights include:

Right of access: You can request a copy of the personal data we hold about you, along with information about how we use it.

Right to rectification: You can ask us to correct inaccurate or incomplete personal data.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You may ask us to restrict the processing of your data in certain situations, such as while we consider a request to rectify or erase your data.

Right to data portability: You may have the right to receive personal data that you have provided to us in a structured, commonly used, and machine-readable format and to transmit it to another controller, where technically feasible and where the processing is based on consent or contract and carried out by automated means.

Right to object: You can object to processing based on our legitimate interests, including profiling, where you believe your rights override our interests. You can also object to direct marketing at any time.

Rights in relation to automated decision-making: Brent Man and Van does not make decisions that produce legal or similarly significant effects on you solely by automated means without human involvement.

Exercising your rights

You can exercise your data protection rights by contacting us and clearly stating which right you wish to exercise and any relevant details that will help us respond. We may need to verify your identity before responding to your request to protect your privacy. We aim to respond to valid requests within one month, or within any extended period allowed by law where requests are particularly complex or numerous.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage methods, staff training, and procedures for handling any suspected data breaches. Where a personal data breach presents a high risk to your rights and freedoms, we will inform you and, where required, notify the relevant supervisory authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any changes will apply from the date the updated policy is made available. We encourage you to review this policy periodically to stay informed about how we protect your information.