Privacy Policy - Man With Van Barnescray

This Privacy Policy explains how Man With Van Barnescray collects, uses, stores, shares, and protects personal data in connection with its removal, moving, transport, and related services. It applies to all Man With Van Barnescray customers in the area, including individuals, households, landlords, tenants, and business customers who use our services or interact with us in relation to a booking, quotation, service enquiry, or completed move.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, and what rights you have.

1. Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services. The categories of information we may collect include:

Identity information such as your name, title, and, where relevant, company name.
Contact details such as your address, email address, and telephone number.
Service information such as moving dates, property access details, inventory lists, item descriptions, and special handling instructions.
Payment-related information such as transaction records and billing details.
Communication records such as emails, messages, quotes, complaints, and service-related correspondence.
Technical and usage data if you interact with us electronically, including basic device or browser information where necessary for security or service management.
Verification information where needed to confirm identity, address, or booking details.

We do not intentionally collect special category data unless you choose to provide it to us and it is necessary for a specific service arrangement. Special category data includes information relating to health, religion, ethnicity, political views, trade union membership, or similar sensitive matters. If you share such information with us, we will only process it where there is a lawful reason to do so and where it is necessary for the service.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and arrange moving services.
To plan, manage, and complete collections, deliveries, and relocations.
To communicate with you about bookings, scheduling, access, and service changes.
To issue invoices, process payments, and maintain financial records.
To respond to enquiries, complaints, and customer support requests.
To meet legal, regulatory, insurance, and tax obligations.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.
To improve our operations, service quality, and internal recordkeeping.

We always aim to limit our use of personal data to what is relevant and necessary for the specific purpose.

3. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. The lawful bases we rely on may include:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moves, handling payment, and providing post-service support.

Legal Obligation

We may process data to comply with legal requirements, such as tax records, accounting obligations, insurance requirements, and other applicable laws.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include managing operations, preventing fraud, maintaining service quality, and protecting our business assets.

Consent

In limited cases, we may ask for your consent before processing certain data. Where we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before it was withdrawn.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency involving safety or wellbeing.

4. Sharing Your Information and Processors

We may share personal data only when necessary and only with trusted parties who help us operate our services. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors and recipients may include:

Payment processors who handle card or bank transactions.
Accounting and bookkeeping providers who support financial administration.
IT and cloud service providers who store, secure, or support business systems.
Communication service providers who assist with email, messaging, or customer record management.
Insurance providers where claims, incidents, or coverage matters require disclosure.
Legal, tax, or regulatory advisers where professional support is needed.
Public authorities or law enforcement where disclosure is required by law.

All processors are required to handle personal data securely and only on our instructions, unless they are acting as independent controllers under their own legal obligations. We do not sell your personal data.

5. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. The exact retention period depends on the type of data and the reason for processing.

In general, we may keep:

Customer and booking records for the duration needed to manage the service and resolve queries.
Invoice and payment records for the period required by tax and accounting laws.
Complaint or claims records for as long as needed to investigate and defend legal matters.
Communications for a reasonable period to support customer service and operational continuity.

When personal data is no longer required, we will delete, anonymise, or securely destroy it in line with our internal retention procedures.

6. Data Security

We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, destruction, misuse, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

While we work to protect personal information, no system can be guaranteed to be completely secure. If a personal data incident occurs and we are legally required to do so, we will notify affected individuals and relevant authorities in accordance with applicable law.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit processing in specific situations.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the relevant data protection supervisory authority if you believe your data has been handled unlawfully. We encourage you to contact us first if you have concerns, so we can review and address them appropriately.

8. Children’s Data

Our services are intended for adults or authorised representatives arranging moving services. We do not knowingly collect personal data from children except where it is incidentally provided in the course of a household move and only to the extent necessary to deliver the service safely and effectively.

9. International Transfers

Where any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place to protect your personal data and maintain a level of protection required by data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes. Any revised version will apply from the date it is published or otherwise communicated to customers. We encourage you to review this policy periodically so you remain informed about how your data is handled.

11. Summary of Our Commitment

At Man With Van Barnescray, we are committed to respecting privacy and using personal data responsibly. We collect only the information needed to provide our services, rely on valid lawful bases for processing, retain data only as long as necessary, and work with processors who are required to safeguard your information. We also recognise and support your rights under data protection law.

This Privacy Policy applies to all Man With Van Barnescray customers in the area.