Privacy Policy - Brompton Man And Van

This Privacy Policy explains how Brompton Man And Van collects, uses, stores, shares, and protects personal data in connection with our moving, transport, packing, and related services. It applies to all Brompton Man And Van customers in the area, including individuals, households, and business clients who engage our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Brompton Man And Van provides local and regional moving services, including man and van removals, furniture transport, packing support, loading and unloading, and related logistics. In providing these services, we may process personal data about customers, recipients, building access contacts, and others involved in a move.

2. Information we collect

We only collect personal data that is necessary for service delivery, administration, legal compliance, and legitimate business operations. The categories of information we may collect include:

Identity details such as your name, title, and, where relevant, business name.
Contact details such as phone number, email address, and billing or service address.
Move details such as pickup and delivery addresses, property access information, inventory notes, preferred dates, item descriptions, and special handling requirements.
Payment-related data such as transaction references and payment status. We do not intentionally store full card details unless handled by a secure payment provider.
Communication records such as emails, booking notes, call summaries, complaint messages, and customer service correspondence.
Technical data if you interact with our digital systems, including device information, log data, and basic usage information for security and performance purposes.
Supporting information that may be necessary for access arrangements, such as delivery instructions, parking notes, or information about fragile or bulky items.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement, for example, if access needs or delivery arrangements make it unavoidable. Where special category data is processed, we will do so only when a lawful condition applies and with appropriate safeguards.

3. How we use personal data

We use personal data for the following purposes:

to provide quotations, confirm bookings, and manage moving services;
to communicate about arrival times, access arrangements, and service changes;
to perform loading, transport, delivery, and installation-related tasks;
to process payments, invoices, refunds, and accounting records;
to respond to complaints, claims, and customer support requests;
to maintain security, prevent fraud, and protect our operations;
to comply with legal, tax, insurance, and regulatory obligations;
to improve our services, systems, training, and operational planning.

We will not use your personal data for purposes that are incompatible with those listed above without first ensuring that a valid legal basis exists.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Brompton Man And Van relies on the following lawful bases:

a. Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing your booking, delivering services, and handling payment administration.

b. Legal obligation

We may process personal data to comply with legal obligations, including tax, accounting, insurance, record-keeping, and dispute-handling requirements.

c. Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, fraud prevention, operational planning, and maintaining security. We ensure that any such processing is proportionate and limited to what is necessary.

d. Consent

In limited situations, we may rely on your consent, for example where it is appropriate to use optional information for specific purposes. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and processors

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act either as independent controllers or as processors acting on our instructions. We require processors to handle data securely and only for authorised purposes.

Examples of processors and service providers may include:

Payment processors for secure payment handling and transaction verification;
Accounting and bookkeeping providers for invoicing, tax compliance, and financial administration;
IT and cloud service providers for data storage, email hosting, and system maintenance;
Customer management tools for booking records, scheduling, and communication management;
Insurance or claims handlers where required to assess incidents, losses, or damage claims;
Professional advisers such as legal or financial advisers when necessary for compliance or dispute resolution.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our rights, customers, staff, or property. If any service provider processes data outside the UK or EEA, we will ensure appropriate safeguards are in place, such as approved transfer mechanisms and contractual protections.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and the purpose of processing. In general:

booking and service records are retained for a period necessary to manage customer relations and service history;
financial and tax records are retained for the period required by applicable accounting and tax laws;
complaints, claims, and dispute-related records may be retained longer where needed to establish, exercise, or defend legal claims;
technical and security logs are retained for a limited period unless a longer period is necessary for investigation or legal compliance.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked to an individual.

7. Your rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limitations and exceptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict how we process your data in certain situations;
object to processing based on legitimate interests;
data portability where processing is based on consent or contract and carried out by automated means;
withdraw consent where consent is the lawful basis;
complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

To help protect your privacy, we may need to verify your identity before responding to a request. We will respond within the legal time limits and provide clear information about any action taken.

8. Security of your data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, loss, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and regular review of our systems and procedures. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to any suspected incident.

9. Data accuracy and your responsibilities

We rely on accurate information to deliver services safely and efficiently. Please ensure that the information you provide is correct and kept up to date, particularly for addresses, access arrangements, contact details, and item descriptions. If any data changes before or during a move, informing us promptly helps prevent delays or errors.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a household move and necessary for service administration. Where such data is processed, it is handled with particular care and only as needed for the service requested.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of our commitment

Brompton Man And Van is committed to processing personal data lawfully, fairly, and transparently. We only collect what we need, retain it for as long as necessary, and share it only with trusted parties where required. We respect your privacy rights and aim to handle all information with care, professionalism, and accountability.