Privacy Policy - Brixton Man And Van

Last updated: This Privacy Policy explains how Brixton Man And Van collects, uses, stores, shares, and protects personal data when providing services to customers in the Brixton area. It applies to all Brixton Man And Van customers in the area, including anyone requesting quotes, making bookings, receiving removals or transport services, or communicating with us in relation to those services.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Information We Collect

We collect only the personal data necessary to provide our services, manage customer relationships, and meet our legal obligations. Depending on your interaction with us, we may collect the following categories of information:

Identity details: your name and, where needed, the name of a business or organisation.
Contact details: address, email address, telephone number, and any delivery or collection location you provide.
Service details: move dates, inventory details, access information, parking requirements, property type, and special handling instructions.
Payment-related details: billing information and transaction records. We do not store unnecessary payment card details where payment is handled through a secure third-party provider.
Communication records: messages, call notes, complaints, feedback, and booking correspondence.
Technical information: basic website or device usage data if you interact with our online services, such as IP address or browser type, where applicable.
Proof and verification documents: where required for security, insurance, or fraud prevention purposes, such as identity confirmation or property access instructions.

We do not seek to collect sensitive personal data unless it is necessary and appropriate for a specific purpose, such as health-related access needs or other special handling instructions you choose to share. Where such information is provided, we will process it only where a lawful basis permits us to do so and with appropriate safeguards.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to organise, carry out, and complete removals and transport services;
to communicate with customers about service updates, timings, access, and instructions;
to handle payments, invoices, refunds, and account queries;
to keep business records and maintain service quality;
to respond to complaints, claims, or service issues;
to meet legal, tax, accounting, and insurance obligations;
to protect against fraud, misuse, or unauthorised access;
to improve our operations, scheduling, and customer service processes.

We only use personal data for the purposes for which it was collected unless we reasonably determine that we need to use it for a compatible purpose and that such use is lawful.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Brixton Man And Van relies on the following lawful bases, depending on the situation:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging removals, delivering goods, and communicating about the service you have requested.

Legal Obligation

We may process personal data where we are required to comply with legal and regulatory obligations, including tax records, accounting requirements, insurance documentation, and lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. This may include managing our operations, preventing fraud, maintaining service records, improving customer support, and protecting our business and staff.

Consent

Where consent is required, such as for certain optional communications or processing of special category data not covered by another lawful basis, we will ask for it clearly. You may withdraw consent at any time, where processing is based on consent.

Important: If you do not provide certain information, we may be unable to complete your booking or deliver the service safely and effectively.

4. Data Sharing and Processors

We may share personal data with trusted third parties that help us run our business. These third parties act as processors when they handle personal data on our behalf and under our instructions. They are required to protect your data and use it only for the agreed purpose.

Typical processors or service providers may include:

IT and hosting providers: to store data, maintain systems, and support communications.
Payment service providers: to process secure payments and reduce card handling risks.
Accounting and invoicing providers: to manage financial records and reporting.
Customer communication tools: to manage email, messaging, and service updates.
Insurance or claims handlers: where necessary to assess or resolve a claim.
Professional advisers: such as accountants, legal advisers, or auditors.

We may also share information where required by law, by a court order, or to protect the rights, safety, or property of Brixton Man And Van, our customers, employees, or the public.

We do not sell personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, to maintain a level of protection consistent with UK data protection law.

5. Data Retention

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

Booking and service records: retained for a reasonable period after the service is completed to manage queries, complaints, or follow-up matters.
Financial and invoicing records: retained for the period required by tax and accounting law.
Claims and dispute records: retained until the matter is fully resolved and for any subsequent limitation period.
Communication records: retained for operational purposes and then deleted or anonymised when no longer required.

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

6. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. These rights may be subject to certain legal conditions or exceptions.

Right of access: you can ask for confirmation of whether we process your data and request a copy of it.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data where there is no good reason for us to continue processing it.
Right to restriction: you can ask us to limit how we use your data in certain circumstances.
Right to object: you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to data portability: you may request that certain data be provided in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law and may need to verify your identity before acting on your request.

7. Security of Your Information

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to those who need the data for legitimate business purposes. While no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risks to an appropriate level.

8. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children for marketing or service purposes. If information relating to a child is included as part of a move or household record, it will be treated with care and only used where necessary for the service.

9. Changes to This Privacy Policy

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

10. Summary of Our Commitment

Brixton Man And Van is committed to processing personal data responsibly, transparently, and only for legitimate purposes. We collect the minimum amount of information needed to provide our services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent, and keep data only for as long as necessary. We also require processors to safeguard information and respect your rights under data protection law.

Underlining our approach: your privacy matters, and we aim to handle your information in a way that is lawful, secure, and fair at every stage of our service.