Privacy Policy - Man With Van Barkingside

Man With Van Barkingside is committed to protecting the privacy and personal data of all customers in the Barkingside area and surrounding locations where our services are provided. This Privacy Policy explains how we collect, use, store, share, and protect personal information, and sets out the rights available to individuals under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Man With Van Barkingside customers in the area, including people who request quotes, make bookings, use our moving services, or otherwise interact with us in connection with our services.

1. Who We Are

For the purposes of data protection law, Man With Van Barkingside acts as the data controller for personal data collected and used in the course of providing our services. This means we determine why and how your personal data is processed.

We process personal data only where we have a lawful reason to do so, and we aim to do so fairly, transparently, and securely.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information such as your name and, where relevant, company name.
Contact details including telephone number, email address, and moving address details.
Service information such as booking details, requested dates, item descriptions, access instructions, and moving requirements.
Billing and payment information necessary for invoicing, payment processing, and record-keeping.
Communication records including emails, messages, and notes relating to enquiries, complaints, or service updates.
Operational information such as delivery or collection instructions, property access details, and service preferences.
Technical information if you contact us through digital channels, which may include limited device or usage data needed for security and service administration.

We do not intentionally collect special category personal data unless it is strictly necessary and you choose to provide it. If such information is shared with us, we will only process it where a lawful condition under data protection law applies.

3. How We Collect Personal Data

We may obtain personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or other communication methods;
provide instructions relating to a move or delivery;
submit payment or invoicing details;
complete a form or otherwise give us information voluntarily.

We may also receive data from third parties where necessary for the performance of a service, such as from a business client arranging a move on your behalf, or from a payment provider or operational partner involved in the transaction.

4. Why We Use Your Personal Data

We process personal data for the following purposes:

to provide quotations and respond to enquiries;
to manage bookings and deliver removal and transport services;
to communicate with you before, during, and after a service;
to process payments and maintain financial records;
to handle complaints, claims, and dispute resolution;
to maintain service quality, operational planning, and internal administration;
to comply with legal obligations, including tax, accounting, and business record requirements;
to protect our business, staff, customers, and property from fraud, misuse, or security risks.

We only use your information where it is relevant, necessary, and proportionate to the service or legal purpose involved.

5. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis before processing personal data. We rely on the following bases where appropriate:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out moving services, and invoicing for work completed.

Legal Obligation

We process personal data when required to meet legal duties, such as maintaining tax records, accounting records, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing internal operations, improving services, preventing fraud, and retaining limited service records for business administration. We always consider whether our interests are balanced against your privacy rights.

Consent

In limited circumstances, we may rely on your consent, for example where you agree to certain optional communications or data uses. Where consent is used, you may withdraw it at any time. Withdrawal of consent does not affect processing carried out before it was withdrawn.

6. Sharing Your Personal Data and Processors

We may share your personal data with trusted third parties who support the delivery and administration of our services. These third parties act as processors or, in some cases, separate controllers. We require appropriate data protection safeguards before sharing data.

Examples of processors may include:

IT and hosting providers that store or support business systems;
payment processors that handle card or electronic payments;
accounting and bookkeeping providers that assist with financial administration;
customer communication tools used to send service-related messages;
operational subcontractors or logistics partners assisting with moves or deliveries where necessary.

Where we use processors, they are only permitted to process personal data on our instructions and must keep it secure and confidential. They may not use your personal data for their own purposes unless they are acting as an independent controller with a separate lawful basis.

We may also disclose personal data where necessary to comply with legal obligations, enforce our terms, protect our rights, or respond to lawful requests from public authorities.

7. Data Retention

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

Retention periods may vary depending on the type of record and the reason for processing. In general:

quotation and booking records are kept for a period appropriate to business administration and dispute handling;
financial and tax records are retained for the period required by law;
communication records may be retained for as long as needed to resolve queries, service issues, or contractual matters;
information no longer needed is securely deleted, anonymised, or archived where appropriate.

We review retention regularly to ensure data is not kept longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage practices, staff confidentiality obligations, and limiting data access to those who need it for legitimate business purposes.

Although we take reasonable steps to safeguard information, no system can be guaranteed completely secure. If a data incident occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable data protection law.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These may include:

Right of access – to request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of data in certain circumstances.
Right to restriction – to request that we limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, you may make a request using the appropriate channel provided in our service communications or internal records. We may need to verify your identity before acting on your request. Some rights may be limited where legal obligations or the rights of others apply.

10. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that the transfer complies with data protection law. This may include using approved contractual protections or transferring data only to locations that offer an adequate level of protection.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided incidentally in connection with a service request made by an adult customer and is necessary for the service.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data handling practices. Any revised version will apply from the date it takes effect. We encourage customers to review this policy periodically to remain informed about how personal data is handled.

13. Summary of Our Commitment

Man With Van Barkingside respects your privacy and processes personal data lawfully, fairly, and transparently. We collect only the information needed to provide our services, use it for clear and legitimate purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. This policy applies to all Man With Van Barkingside customers in the area and reflects our commitment to protecting personal information throughout every stage of the service relationship.