Man With a Van Bow Privacy Policy

This Privacy Policy explains how Man With a Van Bow collects, uses, stores, and protects the personal data of all customers within its service area. It is intended to comply with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Bow customers in our service area who use our services, visit our website, make enquiries, or otherwise interact with us. By engaging with our services, you acknowledge that you have read and understood this Privacy Policy.

Data Controller

Man With a Van Bow is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

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

Identification and contact details such as your name, address, pick-up and drop-off locations, and other contact details required to provide our services.

Service details such as dates and times of bookings, details of items to be moved, access information for properties, and any special instructions you provide.

Communication data such as records of calls, messages, and other correspondence you send to us when making enquiries, requesting quotes, or providing feedback.

Billing and payment information such as invoice details, partial payment information provided to us by payment processors, and records of payments and refunds. We do not store full card details.

Technical and usage data such as information about how you use our website or online booking tools, including device information, approximate location, and general usage statistics collected through logs or similar technologies.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, provide feedback, or interact with our website or online booking tools. We may also receive limited personal data from third parties, such as payment service providers, advertising platforms, or referrals from partner businesses, where this is necessary to provide our services or respond to your request.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under applicable data protection laws. Depending on the situation, we may rely on the following lawful bases:

Contract: We process personal data that is necessary to enter into and perform a contract with you, for example to provide removal services, manage bookings, and handle invoicing and payments.

Legal obligation: We process personal data where necessary to comply with legal and regulatory obligations, such as record-keeping, tax, and accounting requirements.

Legitimate interests: We process personal data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include improving our services, preventing fraud, managing customer relationships, and defending legal claims.

Consent: In limited cases, we may rely on your consent, for example for certain marketing communications. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including handling enquiries, providing quotes, confirming bookings, planning and carrying out moves, and arranging follow-up services.

To communicate with you, including responding to queries, sending booking confirmations and updates, and notifying you of any changes to our services or terms.

To manage billing and payments, including issuing invoices, processing payments and refunds, and maintaining financial records.

To improve, manage, and protect our business, including monitoring service quality, training staff, analysing service usage, and maintaining the security of our systems and premises.

To comply with legal and regulatory requirements, including record-keeping, tax, and accounting obligations, and to cooperate with law enforcement or regulatory authorities where required.

To send you marketing communications about our services where we are permitted to do so by law or where you have given your consent, and to manage your marketing preferences.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as our data processors and who process personal data on our behalf and under our instructions. These may include:

IT and hosting providers who support our website, booking systems, and data storage.

Payment service providers who process payments and manage refunds on our behalf.

Professional advisers such as accountants, insurers, or legal advisers where such sharing is necessary for business administration, legal compliance, or to protect our rights.

Marketing and customer relationship service providers who assist us with managing communications, feedback, and advertising, where this is permitted by law.

All processors are required to implement appropriate technical and organisational measures to protect your personal data and to process it only according to our instructions.

We may also share personal data with public authorities, regulators, or law enforcement agencies when required by law or where necessary to protect our rights, property, or the safety of our staff, customers, or the public.

International Data Transfers

Where our service providers are located outside the United Kingdom or the European Economic Area, or store data in other countries, we take steps to ensure that your personal data receives an adequate level of protection. This may include using standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, satisfy any legal, accounting, or reporting requirements, and resolve disputes.

In general, we retain basic customer and transaction data for a period necessary to comply with tax and accounting rules. Enquiry and communication data may be retained for a shorter period where it is not connected to a completed service. In some cases, we may retain data for longer where this is necessary to establish, exercise, or defend legal claims.

When personal data is no longer needed, 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 accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to staff and service providers who need it for legitimate business purposes and ensuring that they are subject to confidentiality obligations.

Your Data Protection Rights

Under data protection laws, you have certain rights in relation to your personal data. Subject to certain conditions and limitations, you may have the right to:

Access your personal data and receive information about how it is processed.

Request correction of inaccurate or incomplete personal data.

Request erasure of your personal data where there is no longer a lawful basis for us to retain or process it.

Request restriction of processing of your personal data in certain circumstances.

Object to the processing of your personal data based on our legitimate interests, including for direct marketing purposes.

Request the transfer of your personal data to you or to another service provider, where technically feasible, in certain circumstances.

Where processing is based on your consent, withdraw that consent at any time.

If you wish to exercise any of these rights, you may contact us using your usual communication channels with Man With a Van Bow. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within the time limits set by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to raise them with us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner's Office, or with your local supervisory authority if you are located in another jurisdiction.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any changes will be effective when the updated Privacy Policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.

Contacting Man With a Van Bow About Privacy

If you have any questions about this Privacy Policy, our data protection practices, or your rights, you can contact us through the usual communication methods you use with Man With a Van Bow. Please specify that your enquiry relates to data protection or privacy so that we can direct it appropriately.