Privacy Policy - Brixton Man And Van

This Privacy Policy explains how Brixton Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Brixton Man And Van customers in the Brixton area, including individuals who enquire about, book, pay for, or receive moving, transport, delivery, or related removal services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, suppliers, subcontractors, and other individuals whose personal data we may process in connection with our services. It covers personal data collected when you request a quote, communicate with us, make a booking, receive a service, or otherwise interact with us.

Personal data means any information that can identify a living person, directly or indirectly, such as a name, address, phone number, email address, payment details, and service information.

2. Data we collect

We only collect data that is relevant and necessary for operating our services, managing customer relationships, and meeting legal obligations. The categories of data we may collect include:

Identity and contact details such as your name, title, telephone number, email address, and moving address.
Booking and service details such as collection and delivery addresses, dates, property access information, inventory descriptions, and special handling instructions.
Payment information such as billing details, transaction records, and proof of payment. We do not intentionally store unnecessary payment card information unless required for a secure transaction process.
Communication records such as emails, messages, call notes, complaints, and feedback.
Operational information such as vehicle assignment, route planning, and job completion records.
Technical data where applicable, such as basic device or browser information if you interact with us through digital channels.
Special category data is not actively sought. If such data is shared with us incidentally, for example due to access needs or health-related moving arrangements, it will be handled with additional care and only where necessary.

3. How we use your data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings and deliver moving or transport services.
To communicate service updates, arrival times, and job-related information.
To process payments, invoices, and refunds where relevant.
To handle complaints, claims, and customer support requests.
To keep records of jobs completed and services provided.
To comply with legal, tax, accounting, and insurance obligations.
To improve our operations, service quality, and customer experience.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for another compatible purpose and the law allows this.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out the service, and managing payment.

Legal obligation

We process certain data to meet legal requirements, such as tax record-keeping, accounting, insurance obligations, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer communications, improving services, preventing fraud, and maintaining business records. We always consider whether the processing is proportionate and necessary.

Consent

Where we rely on consent, we will make this clear at the time it is requested. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing your data and processors

We may share personal data with trusted third parties where necessary to operate our services and meet our obligations. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

IT and cloud service providers that store or secure business data.
Payment service providers that help process transactions.
Accounting or bookkeeping providers that support financial records and tax compliance.
Communication platforms used to send messages, emails, or service updates.
Subcontractors or operational partners involved in fulfilling a service booking.

We require processors to protect personal data, use it only on our instructions, and maintain appropriate technical and organisational security measures. We may also disclose data where required by law, to enforce our terms, or to protect the rights, safety, or property of Brixton Man And Van, our customers, or others.

We do not sell personal data.

6. Data retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including legal, accounting, and reporting requirements. Retention periods vary depending on the type of data and the reason it was collected.

Booking and service records are kept for a period necessary to manage the customer relationship, resolve disputes, and support service history.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a reasonable time to support customer service, complaints handling, and business protection.
Unsuccessful enquiries may be kept briefly to allow follow-up, then deleted unless a longer period is justified.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. International transfers

Where any processor stores or accesses data outside the UK, we will take appropriate safeguards to protect your information in line with applicable law. These safeguards may include approved contractual protections and other measures designed to ensure a comparable level of data protection.

8. Data security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, secure storage, staff confidentiality expectations, and limited access based on business need. However, no system can be guaranteed completely secure, and we encourage customers to share information carefully.

9. Your rights

Under data protection law, 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 ask us to delete your data in certain circumstances.
Right to restriction - to ask us to limit how we use your data in certain situations.
Right to object - to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability - to receive certain data in a structured, commonly used format, where the law applies.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a request. Some rights may be limited where the law allows or requires us to retain or continue processing data.

10. Complaints and supervisory authority

If you have concerns about how we handle personal data, we encourage you to raise them with us first so we can address the issue promptly and fairly. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe your data protection rights have been breached.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of our commitments

Brixton Man And Van is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide and manage our services, rely on appropriate lawful bases, share data only with trusted processors or where required by law, retain data only for as long as necessary, and respect your rights under data protection law. This policy applies to all Brixton Man And Van customers in area and is intended to give you clear and confident control over your personal information.