Privacy Policy - Bromley Man And Van

This Privacy Policy explains how Bromley Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Bromley Man And Van customers in the area, including individuals who request quotations, make bookings, receive removal services, or otherwise interact with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Bromley Man And Van provides removal and transport services for domestic and commercial customers. In delivering these services, we act as a data controller for the personal data we collect and use about our customers, suppliers, and other individuals involved in our operations. This means we decide how and why personal data is processed for the purposes described in this policy.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, meeting legal obligations, and maintaining business records. The categories of information we may collect include:

Identity information such as name, title, and identification details where required for verification.
Contact information such as address, telephone number, and email address.
Service information such as moving date, pickup and delivery addresses, inventory details, access notes, and special handling requirements.
Billing and payment information such as invoice details and records of payments received or made.
Communication records such as enquiries, feedback, complaints, and correspondence related to our services.
Technical and usage data where applicable, such as basic website or device information, for security and service improvement purposes.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, or it is required in connection with a specific service arrangement. If such data is provided, we will only process it where a lawful basis exists and where additional safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, confirm, and carry out removal and transport services.
To manage customer accounts, billing, and payments.
To communicate service updates, scheduling changes, and important notices.
To maintain internal records, quality control, and operational planning.
To comply with legal and regulatory obligations.
To deal with disputes, claims, or complaints.
To protect against fraud, misuse, or unlawful activity.

We will not use personal data in ways that are incompatible with the purposes for which it was collected, unless we have a valid lawful basis or are otherwise permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the circumstances, Bromley Man And Van may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking booking details, arranging services, issuing invoices, and communicating about service delivery.

Legal Obligation

We may process personal data where needed to comply with legal obligations, such as tax requirements, accounting rules, insurance obligations, or lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our operations, improving our services, preventing fraud, and maintaining business records. We consider the impact on your privacy before relying on this basis.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to a particular type of communication. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for business operations, service delivery, or legal compliance. These third parties may act as processors or independent controllers, depending on the nature of the service.

Processors are organisations that process personal data on our behalf and under our instructions. We use processors only where they provide appropriate safeguards and comply with data protection obligations. Examples may include:

Payment service providers
Accountancy and bookkeeping services
IT and cloud storage providers
Customer communications or administration platforms
Professional advisers such as insurers or legal advisers, where necessary

We may also disclose personal data if required by law, court order, or public authority request, or where needed to establish, exercise, or defend legal claims. Where personal data is shared, we ensure that only the minimum necessary information is disclosed.

6. Data Retention

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

In general, we may retain:

Booking and service records for a reasonable period to manage follow-up queries, claims, and operational needs.
Invoice and payment records for the period required by tax and accounting laws.
Communication records for the time needed to resolve issues and maintain service history.
Complaint or dispute records for the duration needed to handle the matter and protect legal interests.

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

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks associated with processing it. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the information we handle.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that the data remains protected to the standard required by applicable data protection law. Such safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

9. Your Rights

Depending on the circumstances and the legal basis for processing, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain situations.
Right to restrict processing – to ask us to limit how we use your data in specific circumstances.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to 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.

You also have the right to raise a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns promptly.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a household move or service arrangement and only where such collection is lawful and appropriate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we handle personal data.

12. Summary of Our Commitment

Bromley Man And Van is committed to protecting personal data, using it only where there is a lawful basis, keeping it secure, and retaining it only for as long as necessary. We aim to be transparent about our processing activities and to respect the rights of every customer in the area we serve. If you provide us with personal data, we will treat it with care, use it responsibly, and apply suitable safeguards throughout its lifecycle.

This Privacy Policy applies to all Bromley Man And Van customers in area.