Man With a Van Barnes Privacy Policy

This Privacy Policy explains how Man With a Van Barnes collects, uses, stores, and protects personal data in connection with our services. It applies to all Man With a Van Barnes customers and prospective customers in our service area, as well as anyone who contacts us to request information, a quote, or a booking.

We are committed to protecting your privacy and handling your personal data in a fair, transparent, and secure manner in accordance with the United Kingdom General Data Protection Regulation and other applicable data protection laws.

Data Controller

Man With a Van Barnes is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Identification and contact details: name, address, pick-up and delivery addresses, email address, and any other contact details you choose to provide.

Booking and service information: details about your requested or confirmed move or delivery, including property access information, dates and times, inventory details, and any special instructions you provide.

Communication records: information contained in messages, enquiries, feedback, and other communications you send to us, including dates, times, and content of those communications.

Payment and billing information: limited payment-related details necessary to process your payment through third-party payment processors, as well as invoices, payment status, and transaction history. We do not store full card details when payments are processed through secure payment providers.

Technical and usage information: if you contact us via online forms or visit our website, we may collect technical data that your browser sends to us, such as your IP address, device type, and basic usage data, in order to maintain and improve our services.

How We Collect Personal Data

We collect personal data directly from you when you contact us by phone, through our website, by message, or in person, when you request a quote, make a booking, use our services, or provide feedback.

We may also collect personal data indirectly where another person arranges a service on your behalf and provides us with your name, address, or contact details so that we can perform the service.

Purposes and Lawful Bases for Processing

We only process your personal data when we have a lawful basis for doing so. Depending on the specific circumstances, we rely on the following lawful bases:

Performance of a contract: We process your personal data to provide our services, including to respond to enquiries, issue quotes, confirm bookings, plan and complete moves or deliveries, communicate with you about the service, handle payments, and provide after-service support. Without this information, we would be unable to enter into or perform our contract with you.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and interests. This includes maintaining accurate records of services provided, improving our services, managing and protecting our business, and responding to general queries or complaints.

Legal obligations: We process certain personal data in order to comply with legal and regulatory obligations, including tax, accounting, and record-keeping requirements, and to respond to lawful requests from authorities.

Consent: In limited cases, we may ask for your consent to process your data for a specific purpose, such as sending you certain types of marketing communications. Where processing is based on consent, you may withdraw your consent at any time, and we will stop processing your data for that purpose.

How We Use Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including assessing your requirements, planning and carrying out your move or delivery, and handling any related tasks.

To communicate with you, including responding to your enquiries, confirming bookings, sending service-related updates, and dealing with any concerns or complaints.

To process payments, issue invoices, maintain financial records, and manage any payment disputes or refunds.

To manage our relationship with you, including asking for feedback, managing your preferences, and maintaining our customer records.

To maintain the security and proper functioning of our website and systems and to prevent or detect fraud or misuse.

To comply with legal and regulatory requirements and to establish, exercise, or defend legal claims if necessary.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with trusted third parties when necessary for the purposes described in this Privacy Policy.

Service providers and processors: We may share personal data with third-party providers who assist us in delivering our services and operating our business. These may include IT and website support providers, payment processors, accounting or bookkeeping service providers, and other operational support services. These third parties act as data processors and are contractually required to process your personal data only on our instructions and to protect it appropriately.

Professional advisers: We may share data with professional advisers, such as accountants or legal advisers, when necessary for the proper management of our business or to obtain legal or financial advice.

Authorities and legal requests: We may disclose personal data where required to do so by law or in response to a valid legal request, such as from law enforcement, regulatory bodies, or courts.

Business transfers: In the event that our business is restructured, merged, or transferred, personal data may be disclosed to potential or actual purchasers or partners and their advisers, subject to appropriate confidentiality protections.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, meet legal, accounting, or reporting obligations, and resolve disputes.

In general, contact, booking, and invoicing information relating to our services is retained for a period that aligns with applicable limitation periods and statutory record-keeping requirements, such as those for tax and accounting records. After the relevant retention period has expired, we will either securely delete or irreversibly anonymise your personal data so that it can no longer be associated with you.

International Transfers

We primarily process personal data within the United Kingdom. If we need to transfer personal data to a country outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protection mechanisms, to protect your rights and freedoms in relation to your personal data.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to those who have a business need to know it and taking reasonable steps to ensure that staff, contractors, and service providers understand their data protection responsibilities.

While we use reasonable safeguards, no transmission of information over the internet or method of storage is completely secure. You should take care when sharing personal data and ensure that any communication with us is carried out through secure and trusted channels.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. Your rights include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.

Right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data.

Right to erasure: In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

Right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our processing.

Right to object: You can object to our processing of your personal data where we are relying on legitimate interests as our lawful basis or where we use your data for direct marketing.

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 or that we transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details you already have for our business. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within the timeframes required by law.

You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we process your personal data. We would appreciate the chance to address your concerns directly before you approach a supervisory authority and encourage you to contact us in the first instance.

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 updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.