Privacy Policy

Man with Van Barnes Privacy Policy

This Privacy Policy explains how Man with Van Barnes collects, uses, stores, and protects personal data in connection with our removal, transport, and related services. It applies to all Man with Van Barnes customers and prospective customers within our service area, as well as anyone who contacts us about our services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act.

Personal Data We Collect

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

Identity and contact details such as your name, title, postal address, collection and delivery addresses, and any other contact details that you choose to provide so that we can communicate with you and deliver our services.

Service and booking information such as dates and times of your move or transport job, scope of work, inventory or description of items to be moved, access details for properties, and any special instructions or notes you provide.

Communication records including information contained in enquiries, quotes, messages, and feedback you send us, as well as records of our communications with you about services, bookings, changes, or complaints.

Payment and transaction details such as details of payments you make for our services, payment method used, and invoice or billing information. We do not store full payment card details if these are processed through a third party payment service provider.

Technical and usage information where relevant, such as basic technical data that may be collected when you visit our online pages or interact with our digital tools. This may include device type, browser type, and general usage data, to the extent necessary for security and basic functionality.

Sensitive data is not intentionally collected. We do not seek to collect special categories of personal data such as health information, except where you choose to share it voluntarily because it is relevant to the safe and effective delivery of our services, such as mobility requirements or access needs.

How We Use Your Personal Data

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

To provide our services including handling enquiries, giving quotes, taking bookings, planning and carrying out removal and van services, delivering items, and managing related logistics.

To manage our relationship with you by confirming bookings, communicating about changes to services, responding to questions or complaints, and requesting feedback so that we can improve our services.

To process payments and accounting including issuing invoices, recording payments received, handling refunds where applicable, and maintaining accurate financial records for tax and accounting obligations.

To ensure security and prevent fraud by verifying identity where reasonably necessary, monitoring for suspicious activity, and protecting our business, staff, and customers.

To comply with legal and regulatory obligations such as maintaining records required by law, cooperating with authorities where required, and enforcing our contractual terms.

To improve our services by analysing typical enquiries and completed jobs, customer feedback, and general trends in how our services are used, so that we can adjust our offerings and operations.

Lawful Bases for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the specific activity, we may rely on one or more of the following lawful bases:

Contract to take steps at your request before entering into a contract such as providing a quote, and to perform a contract with you once you decide to book our services. This covers most of the data we collect to manage and complete your removal or transport job.

Legal obligation to comply with legal requirements, such as tax and accounting rules that require us to keep certain records for specified periods, and obligations to cooperate with lawful requests from authorities.

Legitimate interests to pursue our legitimate business interests in operating and improving our services, ensuring security, preventing fraud, managing queries and complaints efficiently, and keeping basic records of past customers. When we rely on this basis, we consider and balance any potential impact on your rights and freedoms.

Consent where required by law, such as for certain types of optional marketing communications. Where we rely on consent, you can withdraw your consent at any time by contacting us or using any applicable opt out method provided.

Data Retention

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

Customer and booking records relating to services we have provided are generally retained for a period that allows us to respond to any questions, complaints, or legal claims that may arise after the completion of the job, and to meet tax and financial record keeping rules.

Enquiries and quote requests where no booking is made may be kept for a shorter period, sufficient to follow up on the enquiry and maintain records of our business activities, after which they are deleted or anonymised.

Payment and invoicing information is retained in line with tax and accounting regulations, which may require us to keep these records for several years after the end of the relevant financial year.

Once the relevant retention period has expired, we will either securely delete your personal data or anonymise it so that it can no longer be linked back to you.

Data Sharing and Processors

We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy, and always in accordance with data protection law.

Service providers may act as processors on our behalf, helping us operate our business and deliver services. These may include companies providing payment processing, accounting or bookkeeping services, vehicle tracking systems, secure data storage, or IT support. They are only permitted to use your personal data in accordance with our instructions and for the purposes we specify.

Professional advisers such as accountants, or insurers may receive limited personal data where necessary for accounting, auditing, claims handling, or risk management purposes.

Authorities and law enforcement may receive your data where we are legally required to provide it, or where disclosure is necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties. Any sharing is limited to what is necessary and appropriate for the relevant purpose, and we take reasonable steps to ensure that your data remains protected.

International Data Transfers

Our core services are provided within the United Kingdom. If we ever 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 using standard contractual clauses or transferring to countries deemed to provide an adequate level of protection.

Security of Your Data

We implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need it for their role, maintaining appropriate physical and digital security controls, and regularly reviewing our procedures.

While we take reasonable steps to safeguard your personal data, no system can be completely secure. You also have a role in protecting your information by only providing necessary details and informing us promptly if you suspect any misuse of your data in connection with our services.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Barnes customers and individuals in our service area, subject to certain conditions and exemptions. Your rights include:

Right of access to request confirmation as to whether we process your personal data and to receive a copy of the personal data we hold about you, together with certain information about how we use it.

Right to rectification to ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure to request that we delete your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing to request that we limit the use of your data in certain situations, such as while we are considering a request for rectification or objection.

Right to object to our processing where we rely on legitimate interests, including an absolute right to object to direct marketing if we carry out such activities.

Right to data portability to receive your personal data that you have provided to us, in a structured, commonly used, and machine readable format, and to ask us to transfer that data to another controller where this is technically feasible and the processing is based on consent or contract and carried out by automated means.

Right to withdraw consent where we rely on consent as the lawful basis for processing your personal data. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with the Information Commissioners Office or another competent supervisory authority if you believe that your data protection rights have been infringed. We would encourage you to contact us first so that we can try to resolve any concerns.

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 best practice. The latest version will apply to the processing of your personal data. You are encouraged to review this Privacy Policy periodically to stay informed about how we handle your information.