Privacy Policy - Man And A Van Barnes

Last updated: 2026

This Privacy Policy explains how Man And A Van Barnes collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Barnes customers in the area, including anyone who enquiries about, books, receives, or pays for our moving, delivery, or related services. We are committed to handling personal information in a fair, transparent, and secure way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And A Van Barnes is a service provider offering local moving and transport services. In this policy, “we,” “us,” and “our” refer to Man And A Van Barnes. You refers to any customer, prospective customer, website visitor, or other individual whose personal data we process in connection with our services.

2. Personal Data We Collect

We collect only the personal data needed to provide and manage our services. This may include:

Identity details such as your name, title, and any business name you provide.
Contact details such as email address, telephone number, and address details required to complete a booking or service.
Booking information such as service dates, pickup and delivery locations, property access details, item descriptions, and special handling requirements.
Payment information such as billing details and payment status. We do not usually store full payment card details where payment is processed securely by a third party.
Communication records such as enquiries, complaints, feedback, quotes, and service-related correspondence.
Usage and technical data where applicable, including basic device or browser information if you interact with our online systems.
Service preferences and any information you choose to provide that helps us complete your move or transport request.

We may also receive personal data from third parties where necessary to deliver our services, for example from a person making a booking on your behalf, a property manager, or a payment processor.

3. How We Use Your Personal Data

We use your data to operate our business and provide our services effectively. This may include:

Providing quotes and responding to enquiries.
Managing bookings and scheduling services.
Performing moving, collection, delivery, or related transport services.
Processing payments, refunds, and invoices.
Communicating with you about your booking or service changes.
Handling complaints, service issues, or insurance-related matters.
Keeping business and legal records.
Improving our operations, customer service, and service quality.
Meeting our legal, regulatory, accounting, and tax obligations.

We only use personal data for the purposes explained in this policy, unless we reasonably believe we need to use it for another compatible purpose or where the law requires or permits us to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. We rely on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out services, taking payment, and handling service updates.

Legal Obligation

We may process data where necessary to comply with legal obligations, including tax, accounting, record-keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This can include managing our operations, preventing fraud, improving customer service, maintaining records, and resolving disputes.

Consent

Where required, we may rely on your consent, for example for certain optional communications or marketing activities. If we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We do not sell your personal data. We may share it only where necessary and appropriate for the purposes described in this policy. This may include sharing with trusted processors and service providers who act on our behalf under written agreements and are required to protect your data.

Examples of processors may include:

Payment processors that securely process card or online payments.
IT and cloud service providers that store or host business records and communications.
Accounting and bookkeeping providers that assist with financial administration.
Communication service providers that help us send confirmations or service updates.
Insurance or claims handlers where needed to assess or manage incidents.

We may also disclose personal data if required by law, to enforce our agreements, to protect our rights, or to prevent or detect unlawful activity.

6. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we take appropriate steps to ensure your information is protected to UK GDPR standards. This may include using approved contractual safeguards and assessing the security of the recipient.

7. Data Retention

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

Booking and service records are typically retained for a period needed to manage the service and handle any follow-up issues.
Financial and tax records are retained for the period required by law.
Correspondence and complaints may be retained for a reasonable period to resolve disputes and demonstrate compliance.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

While we take reasonable steps to safeguard your information, no method of transmission or storage is completely secure. If we identify a data incident that affects your personal data, we will take steps in accordance with applicable law.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions or exemptions. Your rights include:

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 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.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is necessary in connection with a service request made by an adult customer, for example where household information is provided as part of a move.

11. Cookies and Similar Technologies

If we use online systems that employ cookies or similar technologies, these may be used for basic functionality, security, and service improvement. Where required by law, we will provide appropriate notice and obtain consent for non-essential cookies. Any such use will be limited to what is necessary and proportionate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply from the date of publication. We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Man And A Van Barnes respects your privacy and treats your personal data with care. We collect only what we need, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or when required by law. Your rights matter, and we aim to handle every request fairly, transparently, and in accordance with data protection law.