Privacy Policy
Man with Van Barnes Privacy Policy
This Privacy Policy explains how Man with Van Barnes collects, uses, stores and protects personal data relating to our customers. It applies to all Man with Van Barnes customers in the Barnes area and any individuals who contact us to enquire about or use our services. We are committed to handling your personal data in a lawful, fair and transparent way, in line with the UK General Data Protection Regulation and applicable data protection laws.
Who we are and scope of this policy
Man with Van Barnes provides transport and removal services to customers in the Barnes area. In providing these services we act as a data controller for the personal data we collect about our customers and prospective customers. This Privacy Policy applies whenever you communicate with us, request a quote, make a booking, or otherwise interact with Man with Van Barnes in connection with our services.
Types of data we collect
We only collect personal data that is necessary for providing and managing our services. The types of data we may collect include:
Identification and contact details, such as your name, address, collection and delivery addresses, and general location information relating to your move or transport request.
Communication details, such as information you provide when you contact us, request a quote, ask a question, or provide feedback about our services.
Booking and service details, such as dates and times of your booking, the type and size of move or transport job, access information for properties and any instructions you provide to help us carry out the service.
Payment-related information, such as confirmation that payment has been made and the amount paid. We do not store full payment card details; where third party payment providers are used, they process your card information on our behalf.
Technical and usage information, for example basic information about how you interact with our website or online enquiry forms, such as the date and time of your visit, pages viewed and basic device information. This may be collected using cookies or similar technologies.
How we collect your data
We collect personal data in several ways:
Directly from you when you contact us by phone, via online forms, or by other communication methods to request a quote or make a booking.
When you provide information during the course of us delivering the service, including access details, contact persons at collection or delivery addresses, and special instructions.
From third party service providers, such as payment processors, who confirm payment status and provide basic transaction details.
Through our website or online platforms, where technical and usage information is collected automatically for the purpose of operating and improving our services.
Lawful basis for processing
We process personal data only where we have a lawful basis to do so. Depending on the circumstances, the relevant lawful bases are:
Contract. We process your personal data in order to provide our services, including arranging and carrying out your booking, communicating with you about the service and handling any changes or queries. This processing is necessary to enter into or perform a contract with you.
Legitimate interests. We may process personal data as necessary for our legitimate business interests, such as responding to enquiries, improving our services, managing our operations, protecting our business, preventing fraud and ensuring the security of our systems and vehicles. When relying on legitimate interests, we balance our interests against your rights and expectations.
Legal obligation. We may process your data where this is necessary to comply with legal obligations, including accounting, tax and record-keeping requirements, or to respond to lawful requests from public authorities.
Consent. In limited cases we may rely on your consent, for example where required for certain types of marketing communications or for non-essential cookies. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this policy.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide and manage our services, including handling enquiries, preparing quotes, confirming bookings, planning routes, performing the move or transport job and managing any follow-up requests.
To communicate with you about your booking, including sending confirmations, updates, reminders and responding to any questions or issues you raise.
To manage payments and invoices, including confirming payment, issuing receipts and maintaining accurate financial records for accounting and tax purposes.
To improve our services and operations, including analysing usage patterns, reviewing feedback and service outcomes, and enhancing the efficiency and safety of our work.
To protect our business and customers, including verifying identity where appropriate, preventing fraud, securing our systems and vehicles, and managing disputes or claims.
To comply with legal obligations, including maintaining records required by law and cooperating with lawful requests from regulatory and law enforcement bodies.
Data sharing and processors
We do not sell your personal data. We may share your data with third parties only where necessary and in accordance with this Privacy Policy. These recipients may include:
Service providers acting as data processors who support our operations, for example providers of payment processing, booking management, cloud storage, email or communication tools and IT support. These processors are only permitted to process your data on our instructions and are required to keep it secure.
Professional advisers, such as accountants, legal advisers or insurers, to the extent necessary for them to provide services to us and to protect our legal and financial interests.
Public authorities, law enforcement or regulators, where we are legally required to provide information or where disclosure is necessary to protect our rights, property, safety or the safety of others.
In all cases where we use processors, we take steps to ensure that appropriate contracts and safeguards are in place to protect your personal data and to ensure it is processed lawfully and securely.
International transfers
If any of our service providers or processors are located outside the United Kingdom or the European Economic Area, we will take steps to ensure that your personal data is afforded a level of protection substantially equivalent to that in the UK and EU. This may include using standard contractual clauses or relying on other legally recognised transfer mechanisms, in accordance with applicable data protection laws.
Data retention periods
We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements. In general:
Enquiry and booking information is retained for a period necessary to handle your enquiry or booking and to manage any follow-up issues, typically up to several years after the completion of the service, depending on legal and operational needs.
Financial and invoicing records are retained for longer periods as required by tax and accounting laws.
Technical and usage data may be retained for shorter periods, unless required for security, legal or operational reasons.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.
How we protect your data
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 need it for legitimate business purposes, using appropriate security tools, and requiring our processors to implement suitable security safeguards. While we work hard to protect your information, no transmission or storage system can be guaranteed as completely secure.
Your data protection rights
Under data protection law, you have various rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions. Your rights include:
Right of access. You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.
Right to rectification. You can ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction. You may ask us to restrict the processing of your personal data in certain situations, for example while we are considering a request for rectification or objection.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, particularly in relation to direct marketing.
Right to data portability. Where processing is based on consent or 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 request that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising your rights and contacting us
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or by using your usual communication method with Man with Van Barnes. We will respond to your request in accordance with applicable data protection laws.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we have the opportunity to address your concerns directly.
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 protection practices. Any changes will take effect when the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
