Man with Van Barnes Privacy Policy

This Privacy Policy explains how Man with Van Barnes collects, uses, stores and protects personal data when providing our services. It applies to all Man with Van Barnes customers in our service area, as well as individuals who contact us with enquiries, request quotes, or interact with us in any way in connection with our services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all other relevant data protection laws.

Who we are and scope of this policy

Man with Van Barnes is a local transport and moving service provider. For the purposes of applicable data protection laws, we are the data controller of personal data that we collect and process about you in connection with our services.

This Privacy Policy applies to all personal data we process about customers, prospective customers, and individuals acting on behalf of businesses, landlords, estate agents, or other organisations who use or may use our services within our operating area.

What personal data we collect

We only collect personal data that we need in order to provide and manage our services, respond to enquiries, and meet our legal and contractual obligations. The types of personal data we may collect include:

Identification and contact details, such as your name, address, collection and delivery addresses, and general location information relating to a booking.

Communication details, such as your communication preferences and the content of communications you send to us, including enquiries, feedback, or complaints.

Service and booking information, such as details about the items to be moved, property access information that you choose to provide, dates and times of moves, and any relevant instructions or notes.

Payment and transaction data, such as information relating to your payments and invoices, and basic billing details. We do not store full card details if payments are taken through a third party payment processor.

Technical and usage information, where applicable, such as basic information about how you interact with our website or online tools, including device and browser type and general usage analytics. This information is typically collected through cookies or similar technologies where used and only to the extent permitted by law.

How we collect personal data

We collect personal data in the following ways:

When you contact us directly by phone, online form, or other communication methods to request a quote, make a booking, or ask a question.

When you provide information to us in connection with a move, for example details about access, timings, inventory of items, or special requirements.

When we receive referrals or instructions from third parties such as letting agents, landlords, or other intermediaries, where they have your permission or another lawful basis to share your details with us.

Through the use of our website or online tools, where technical and usage data may be collected in accordance with applicable laws.

Lawful basis for processing your data

We will only process your personal data where we have a lawful basis to do so. Depending on the context, our lawful bases may include:

Performance of a contract. We process personal data to provide our services, manage bookings, carry out moves, issue invoices, and handle related customer service.

Legitimate interests. We may process data for our legitimate business interests, for example to manage and improve our services, respond to general enquiries, maintain records, prevent fraud or misuse, and ensure the security of our operations. When relying on this basis, we always consider your rights and interests and will not process personal data where our interests are overridden by your rights.

Legal obligations. We may process personal data where necessary to comply with legal or regulatory requirements, including record keeping, tax, or accounting obligations, and to respond to lawful requests from public authorities.

Consent. In limited cases, we may rely on your consent, for example for certain types of electronic marketing or optional cookies. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide, manage, and complete moving and transport services that you request or that are requested on your behalf.

To prepare and provide quotes and estimates, and to respond to enquiries about our services.

To communicate with you about your bookings, including confirmations, updates, clarifications, and any service related messages.

To process payments, manage invoices, and maintain financial records as required for our business and by law.

To manage our relationship with you, including handling feedback, compliments, and complaints, and resolving disputes.

To improve and develop our services, including internal training, quality control, and analysis of how our services are used.

To comply with legal obligations and to protect our rights, property, safety, and the rights, property, and safety of our staff and customers.

Data sharing and processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary and consistent with this Privacy Policy.

Service providers and processors. We may use third party providers to assist in delivering our services and running our business, such as payment processors, accounting and bookkeeping providers, cloud storage or software providers, and communications or booking platforms. These providers act as data processors and are only permitted to process your data in accordance with our instructions and for the purposes we specify.

Professional advisers. We may share data with professional advisers such as accountants, auditors, or legal advisers where this is necessary for the services they provide to us and to comply with our legal obligations.

Public authorities and law enforcement. We may disclose personal data where required by law or where necessary to protect our rights or the rights of others, for example in response to lawful requests by public authorities.

Any data sharing is carried out in accordance with data protection law and subject to appropriate safeguards to protect your personal data.

International data transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or store data in such locations, we will ensure that appropriate safeguards are in place so that your personal data remains protected in line with applicable data protection laws. This may include the use of standard contractual clauses or equivalent mechanisms recognised in the relevant jurisdiction.

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, or reporting obligations.

In general, booking and service related records are kept for a period that allows us to handle any follow up enquiries, complaints, or legal claims, and to comply with applicable tax and accounting rules. Communication records are kept in line with our general retention periods unless we are required to retain them for longer due to a dispute, legal requirement, or ongoing issue.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be associated with you.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations, but in general they include:

Right of access. You have the right to request confirmation of whether we process your personal data and to request a copy of that data, along with information about how we use it.

Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data that we hold about you.

Right to erasure. In some circumstances, you have the right to 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 have withdrawn consent and there is no other lawful basis for processing.

Right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.

Right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests, including profiling based on those interests. We will stop processing the data unless we can demonstrate compelling legitimate grounds that override your interests and rights or where the processing is required for legal claims.

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

Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.

You also have the right to lodge a complaint with a supervisory authority if you believe that we have not complied with data protection laws in our handling of your personal data.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or destruction. These measures include restricting access to personal data to staff and service providers who need it for legitimate business purposes and ensuring that they are subject to confidentiality obligations.

While we take reasonable steps to secure your data, no transmission of information over the internet or method of electronic storage can be guaranteed as completely secure. You should take care when sharing personal data with us and notify us promptly if you suspect any misuse of your data in connection with our services.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. Any changes will be effective from the date of publication of the revised policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.