Man and Van Barnes Privacy Policy

This Privacy Policy explains how Man and Van Barnes collects, uses, stores and protects personal data in connection with our man and van and related removal services. It applies to all customers and prospective customers of Man and Van Barnes within our service area, as well as individuals who contact us for quotes, enquiries or support.

We are committed to handling your personal data fairly, lawfully and transparently in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

Who this policy applies to

This Privacy Policy applies to individuals who:

Make an enquiry about our services, request a quote or contact us for information.

Book and use our man and van or related services within the Man and Van Barnes service area.

Act on behalf of a business or organisation that uses our services.

Provide feedback, reviews or complaints about our services.

Types of personal data we collect

We may collect and process the following categories of personal data when you interact with Man and Van Barnes or use our services:

Identity and contact details, such as name, title, postal address, service addresses, and other contact details you provide to us.

Booking and service details, including collection and delivery addresses, access details, dates and times of moves, inventory or description of items to be moved, special handling requirements and any instructions you give us.

Communication records, such as messages, correspondence and information you provide when you contact us by phone, online forms or other communication channels.

Payment and transaction information, including details of payments made for our services and any related billing information. We do not store full payment card details; these are processed by third party payment providers.

Technical and usage information, such as basic technical data that may be collected when you use our website, including IP address, device information and information about how you use our website. This may involve the use of cookies or similar technologies where permitted by law and your browser settings.

Feedback and reviews, such as comments about our services, satisfaction ratings and testimonials you choose to provide.

How we collect your personal data

We collect personal data directly from you when you:

Contact us to ask about our services or request a quote.

Provide details to make or confirm a booking.

Communicate with us by phone, online forms, messaging services or in person.

Make a payment or ask for an invoice or receipt.

Send us feedback, make a complaint or leave a review.

We may also receive personal data from third parties where this is necessary to provide our services, for example when a business books our services on your behalf and provides your contact or address details.

Lawful basis for processing your data

We only process your personal data when we have a lawful basis to do so. Depending on the circumstances, this may be:

Contract: We process your data to take steps at your request before entering into a contract and to perform our contract with you, such as providing quotes, handling bookings, carrying out moves and sending service communications.

Legal obligation: We may process and retain certain data to comply with legal and regulatory requirements, such as tax, accounting and record keeping obligations.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override these interests. This may include managing our business operations, improving our services, preventing fraud and handling queries or complaints.

Consent: In some limited cases we may rely on your consent, for example where required for certain marketing communications or non-essential cookies. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotes, estimates and information about our services.

To set up, manage and complete bookings and moves.

To communicate with you about your enquiry, booking or any changes to our services.

To process payments, issue invoices and manage any refunds or disputes.

To manage our customer relationships, respond to questions, feedback or complaints and improve our services.

To maintain internal records, including accounting records and operational logs.

To protect our business, staff, customers and property, for example by preventing fraud or misuse of our services.

To comply with legal obligations and respond to lawful requests from public authorities where required.

Sharing your personal data and processors

We do not sell your personal data. We may share your data with trusted third parties when this is necessary and lawful, including:

Service providers who act as data processors on our behalf, such as payment processing providers, accounting or invoicing services, IT and hosting providers and customer administration support. These processors are only permitted to process your data in accordance with our instructions and must protect your data in line with applicable data protection laws.

Professional advisers, such as accountants or legal advisers, where needed for compliance or to protect our legal interests.

Public authorities, regulators or law enforcement agencies when required to meet legal obligations or to protect our rights, property or safety, or that of others.

Where personal data is shared with processors, we take reasonable steps to ensure that appropriate contracts and safeguards are in place to protect your information.

International transfers

Our primary operations are based in the United Kingdom. If we transfer personal data outside the United Kingdom or European Economic Area, we will do so in compliance with data protection law, using appropriate safeguards such as adequacy decisions or standard contractual clauses, where required.

Data retention and storage

We keep personal data only for as long as is necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.

The exact retention period will depend on the type of data and the purpose of processing. In general:

Basic booking and service records may be retained for several years in line with legal and tax obligations.

Financial transaction records are kept for the period required by tax and accounting regulations.

Enquiry records and routine communications may be kept for a shorter period where they do not result in a contract.

Feedback and reviews may be kept for as long as they remain relevant to our services or until you ask us to remove them, where applicable.

When data is no longer required, we will securely delete or anonymise it.

How we protect your data

We implement reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, misuse or disclosure. These measures may include access controls, secure storage, staff awareness and procedures for handling data breaches.

While we take appropriate steps to safeguard your information, no system can be guaranteed to be completely secure. We regularly review our security practices and update them where appropriate.

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 exceptions. Your rights include:

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

Right to rectification: You can ask us to correct inaccurate or incomplete personal data.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected.

Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: You can object to processing based on our legitimate interests in certain circumstances. We will then stop processing unless we have compelling legitimate grounds or the processing is required for legal claims.

Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format, or ask us to transfer it directly to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before 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 usual contact methods available for Man and Van Barnes.

If you are not satisfied with our response or believe that we are not processing your personal data in accordance with data protection law, you have the right to lodge a complaint with the UK supervisory authority, the Information Commissioners Office.

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 changes will be effective when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.