Man and a Van Barnet Privacy Policy
This Privacy Policy explains how Man and a Van Barnet collects, uses, stores and protects personal data relating to customers and prospective customers in the Barnet area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man and a Van Barnet customers and enquirers in our service area, regardless of how you contact us or book our services.
Data Controller
For the purposes of applicable data protection law, Man and a Van Barnet is the data controller in respect of the personal data we collect and process about you. This means we decide why and how your personal data is processed when you use our services or interact with us.
Types of Personal Data We Collect
We collect and process different types of personal data depending on your interactions with us. The categories of personal data we may collect include:
Identification details, such as your full name and, where relevant for invoicing, business or trading name.
Contact details, such as your billing address, collection and delivery addresses, and any alternative contact person you nominate.
Communication details, including the content of enquiries, booking information, feedback, complaints, and any other information you choose to provide when you contact us.
Service information, such as dates and times of bookings, details of the items to be moved, access information for properties, and any special instructions relevant to the safe and effective provision of our services.
Payment and transaction information, including amount charged, payment method, and confirmation that a payment has succeeded or failed. We do not store or process full payment card details ourselves if payment is handled by a third party payment processor.
Technical and usage information, if applicable, such as basic information about how you use our website or online booking forms, including the date and time of visits and pages viewed, in order to maintain and improve our services.
How We Collect Your Data
We may collect personal data directly from you when you contact us to request a quote, make a booking, amend or cancel a booking, request customer support, or give feedback. This can occur by telephone, online forms, or in writing.
We may also receive personal data from third parties acting on your behalf, for example when an estate agent, landlord, family member, or business colleague arranges a move on your instruction and provides your details for that purpose.
Where allowed by law, we may collect or confirm certain information from publicly accessible sources for identity or address validation, fraud prevention, or to meet legal obligations.
Lawful Basis for Processing
We will only process your personal data when we have a lawful basis to do so under the UK GDPR. Depending on the context, our lawful basis may include:
Performance of a contract: We process your data to provide our man and van services, arrange bookings, issue quotes, manage payments, and fulfil our contractual obligations to you.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This includes managing our relationship with you, improving our services, handling customer queries, maintaining business records, and protecting our business against fraud or misuse.
Legal obligation: We may process your personal data to comply with legal and regulatory requirements, such as record keeping, tax obligations, and responding to lawful requests from public authorities.
Consent: In limited situations, we may rely on your consent, for example for certain optional communications or where no other lawful basis clearly applies. When we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes, confirm availability, and manage your bookings.
To deliver our man and van services, including planning routes, staffing vehicles, and handling your goods with appropriate care and instructions.
To communicate with you about your enquiries, bookings, changes to services, and after-service follow up where appropriate.
To issue invoices, process payments via our chosen payment processors, and maintain accurate financial records.
To handle complaints, disputes, or legal claims relating to our services.
To maintain and enhance our internal systems, training, and customer service based on feedback and service history.
To comply with applicable laws, regulations, and court orders.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties that act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate security measures and to keep your personal data confidential.
Examples of such data processors include:
Payment processing providers that handle secure payment transactions and related anti-fraud checks.
IT and hosting providers that support our business systems, communication platforms, and data storage.
Accountants or professional advisers who require access to limited personal data for billing, tax, or legal purposes.
We may also share personal data when required by law, for example with law enforcement agencies, regulatory authorities, or courts where we are legally obliged to do so or where sharing is necessary to protect our rights or the rights of others.
International Transfers
If any of our data processors are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws. These safeguards may include the use of standard contractual clauses or equivalent legal mechanisms.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The length of time we retain your data may vary depending on the type of data and our legal obligations.
In general, we will retain core booking and transaction records for a period needed to meet tax and accounting rules and to manage any potential disputes or claims arising from the service. Communication records and enquiry details may be kept for a shorter period where they are no longer needed for our ongoing relationship.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with you.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and limiting data access to personnel and processors who need it for legitimate business purposes. While we work hard to safeguard your personal data, no system can be guaranteed as completely secure.
Your Data Protection Rights
Under the UK GDPR and related data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van Barnet customers and enquirers in our service area, subject to certain legal limitations and exemptions. Your rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of the personal data we hold about you.
Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected.
Right to restriction of processing: You may ask us to restrict the processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection you have raised.
Right to data portability: In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format and to request that we transmit that data to another controller where technically feasible.
Right to object: You have the right to object to the processing of your personal data based on our legitimate interests, including for direct marketing purposes, in which case we will stop processing unless we have compelling legitimate grounds to continue.
Right to withdraw consent: Where we rely on consent as the legal basis for processing, you have the right to withdraw that consent at any time. This does not affect the lawfulness of processing that took place before consent was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or raise a concern about how we handle your personal data, you can contact us using the contact methods provided on our website or service documentation. We will respond to your requests in accordance with applicable legal timeframes and may need to verify your identity before fulfilling certain requests.
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 we can try to resolve any issues directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. The updated version will be effective from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
