Privacy Policy - Man With Van Barnehurst

This Privacy Policy explains how Man With Van Barnehurst collects, uses, stores, shares, and protects personal data when providing moving, transport, loading, unloading, and related services. It applies to all Man With Van Barnehurst customers in the area, including individuals and businesses who request quotes, make bookings, receive services, or otherwise interact with us in connection with a 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 collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Who We Are

Man With Van Barnehurst provides removal and transport services, including household moves, small office moves, furniture transport, and related support. In the course of operating these services, we act as a data controller for the personal data we collect and use for business purposes. This means we decide how and why your personal data is processed, within the limits of applicable law.

2. Data We Collect

We only collect personal data that is relevant and necessary for delivering our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity information such as your name and, where relevant, the name of a business or organisation.
Contact information such as email address, telephone number, and service address.
Booking and service details such as move date, collection and delivery locations, property access information, item lists, and service preferences.
Payment and billing information such as invoice details, transaction records, and payment confirmations.
Communication records such as emails, messages, calls, quotations, complaints, and service-related notes.
Technical and usage data where relevant, such as basic logs generated by our systems for security, performance, and administrative purposes.
Special instructions you choose to provide, for example details needed to safely handle fragile items or access restrictions at the property.

We do not intentionally collect more data than is needed. We also do not request unnecessary sensitive data unless it is required for a specific service need, legal obligation, or safety consideration.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To schedule, manage, and deliver moving and transport services.
To communicate about bookings, timings, access requirements, and changes to service.
To process payments, issue invoices, and maintain financial records.
To improve service quality, manage customer relationships, and handle complaints.
To protect our business, prevent fraud, and ensure the safety of staff, vehicles, and customers.
To comply with tax, accounting, insurance, and other legal obligations.

We only process personal data where we have a lawful basis to do so. We do not use your data in a way that is incompatible with these purposes.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. Depending on the context, Man With Van Barnehurst may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations at your request, arranging a move, completing the service, invoicing, and managing related customer communications.

Legal Obligation

We may process and retain certain information where required by law, such as for tax records, accounting obligations, insurance documentation, or regulatory compliance.

Legitimate Interests

We may process data for legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include improving service delivery, maintaining records, preventing misuse, securing our operations, and defending legal claims.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not necessary for the contract or where separate permission is required by law. Where consent is used, you may withdraw it at any time.

Important: if we process data on the basis of consent, the withdrawal of that consent will not affect the lawfulness of processing carried out before it was withdrawn.

5. Sharing Your Data and Processors

We may share personal data only when necessary and only with trusted third parties who support our operations. These third parties may act as processors on our behalf or, in some cases, as independent controllers.

Examples of processors and service providers may include:

Payment service providers that help process card or online payments.
Accounting and bookkeeping providers that support invoicing, tax, and record keeping.
IT and hosting providers that store or secure business data and communication systems.
Communication service providers that help deliver emails, calls, or messages related to bookings.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We require processors to handle your personal data securely, only on our instructions, and in compliance with applicable data protection law. We do not sell personal data.

We may also disclose data where necessary to comply with legal obligations, protect our rights, respond to lawful requests, or prevent fraud or serious harm.

6. International Transfers

If any of our service providers store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your personal data to an appropriate standard.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and dispute-resolution purposes. Retention periods depend on the type of information and the reason it is held.

In general:

Quotation and enquiry data may be kept for a limited period after the enquiry ends, to manage follow-up, administration, or future service requests.
Booking and service records are retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by law.
Complaint, claim, or dispute records may be retained longer where needed to resolve the matter or defend legal claims.

When personal data is no longer required, we will take reasonable steps to delete, anonymise, or securely destroy it.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful handling of customer records. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your Rights

As a data subject, you have several rights under data protection law. These rights may apply depending on the circumstances and the lawful basis for processing:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in some cases, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to data portability – where applicable, you can request your data in a portable format.
Right to object – you can object to processing based on legitimate interests or for direct marketing purposes, where relevant.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request using the details provided through our usual service channels. We will respond within the timeframe required by law and may need to verify your identity before acting on the request.

10. Complaints

If you have concerns about how your personal data is handled, you should raise them with us first so we can review and address the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we process personal data.

By using the services of Man With Van Barnehurst, you acknowledge that you have read and understood this Privacy Policy and that it applies to all Man With Van Barnehurst customers in the area.