Man and a Van Barnes Privacy Policy
This Privacy Policy explains how Man and a Van Barnes collects, uses, stores and protects personal data in connection with our services. It applies to all Man and a Van Barnes customers in the Barnes area, including anyone who contacts us to enquire about, book or receive our services.
We are committed to handling your information lawfully, fairly and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who This Policy Applies To
This Privacy Policy applies to all individual customers, prospective customers, and any person acting on behalf of a customer who interacts with Man and a Van Barnes in the Barnes area. By providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identity and contact details: name, address, postcode, and basic contact details such as email address where provided by you, and any other information you choose to share to help us deliver the service.
Service details: pick-up and delivery addresses, property access information you choose to provide, description of items to be moved, and preferred dates and times.
Communication data: details contained in messages or calls you send to us or receive from us, including information you provide during enquiries, quotes and service discussions.
Payment-related information: limited information required to record that payment has been made and any related invoicing details. We do not store full payment card details and use third-party payment processors to handle payment transactions securely.
Technical and usage data: basic information relating to how you interact with our website or online content, such as general device or browser data, and approximate location data derived from your enquiry, where this is needed to deliver our services in the area.
How We Collect Your Data
We typically collect your personal data directly from you when you contact us by phone, online form, message or other communication channel, and when you provide details during the booking or service process. We may also generate information as we deliver our services to you, such as service notes and records of correspondence.
Purposes and Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so. The main purposes and associated lawful bases are as follows:
Providing quotes and responding to enquiries: to respond to your requests for information or a quote and to take steps at your request before entering into a contract. The lawful basis is contract or steps taken prior to entering a contract.
Managing bookings and delivering services: to confirm bookings, plan routes, carry out collections and deliveries, and manage any changes or cancellations. The lawful basis is performance of a contract with you.
Customer service and communication: to communicate with you about your booking, handle complaints, resolve issues, and provide updates related to the services you have requested. The lawful basis is performance of a contract and our legitimate interests in maintaining good customer relationships.
Business administration: to maintain internal records, accounts, invoices and operational logs. The lawful basis is our legitimate interests in running and managing our business and, where required, legal obligations such as tax and accounting requirements.
Legal and regulatory compliance: to meet legal, regulatory and law enforcement requirements, and to establish, exercise or defend legal claims. The lawful basis is compliance with legal obligations and our legitimate interests in protecting our rights.
Marketing communications: we will only send you direct marketing communications about our services where we have your consent or where permitted by law. You can opt out of marketing at any time.
Data Retention
We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy, including for satisfying legal, accounting or reporting requirements.
Enquiry records and quote information are typically retained for a limited period to allow us to follow up on your request and understand any repeat enquiries.
Booking and service records, including basic contact details, service history and invoicing information, are retained for a longer period where required for tax, accounting and legal purposes. After this period, data is securely deleted or anonymised.
Where we rely on your consent to process data for marketing, we will retain your information until you withdraw your consent or we determine that it is no longer necessary for that purpose.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties who act as processors or independent controllers, only where necessary and subject to appropriate safeguards.
Service providers and processors: we may share data with companies that provide services to us, such as payment processors, accounting or invoicing providers, information technology and hosting services, or customer communication tools. These providers act as data processors and are only permitted to process your data in accordance with our instructions and this Privacy Policy.
Professional advisers: we may share personal data with professional advisers such as accountants, insurers or legal advisers where necessary to obtain advice or manage business risks.
Authorities and legal requirements: we may disclose personal data to law enforcement agencies, regulators, tax authorities or courts where required by law, or where it is necessary to protect our rights or the rights of others.
Any sharing is limited to what is necessary for the relevant purpose, and we take steps to ensure that your information remains protected.
International Transfers
Where any of our service providers or systems are located outside the United Kingdom or process data in another country, we take appropriate steps to ensure that your personal data remains protected. This may include using standard contractual clauses or relying on decisions that a destination country provides an adequate level of data protection.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, misuse or disclosure. These measures include limiting access to personal data to those who need to know it for the purposes described in this Privacy Policy, using secure systems for storing records, and periodically reviewing our security practices.
Your Data Protection Rights
You have certain rights in relation to your personal data under data protection law. These rights are subject to conditions and exemptions and may not apply in all circumstances. Your rights include:
Right of access: you can request confirmation that we process your personal data and obtain a copy of the data we hold about you.
Right to rectification: you can ask us to correct or update personal data that is inaccurate or incomplete.
Right to erasure: in some circumstances, you can request that we delete your personal data. This is sometimes known as the right to be forgotten.
Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, for example while we check its accuracy or consider an objection.
Right to data portability: in certain circumstances, you can request that we provide your personal data in a structured, commonly used and machine-readable format so that it can be transferred to another organisation.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing. We will stop processing your data for these purposes unless we have compelling legitimate grounds to continue or we need the data for legal claims.
Right to withdraw consent: where we process personal data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights, please contact us using the usual communication channels you use with Man and a Van Barnes. We may need to verify your identity before responding to your request to help ensure that personal data is not disclosed to anyone who does not have the right to receive it.
We aim to respond to all valid requests within one month. If your request is complex or we receive multiple requests from you, we may extend this period in accordance with data protection law and will let you know if this happens.
Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updates will take effect from the date they are published. You should review this Privacy Policy periodically to stay informed about how we protect your information.
This Privacy Policy applies to all Man and a Van Barnes customers and service users in the Barnes area and explains how we handle personal data whenever you interact with us or use our services.
