Privacy Policy
Man with Van Barnet Privacy Policy
This Privacy Policy explains how Man with Van Barnet collects, uses, stores and shares personal data about its customers in the Barnet area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Barnet customers and prospective customers in the area who contact us, request a quote, make a booking, or otherwise interact with our services.
Who We Are
Man with Van Barnet is a transport and moving service operating in the Barnet area. We act as the data controller in relation to the personal data we collect and process about our customers and prospective customers. As the 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 law.
Personal Data We Collect
We collect and process only the personal data that is necessary for us to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:
Identity and contact details, such as your full name, residential or business address, collection and delivery addresses, and any other address relevant to your booking.
Communication details, such as your preferred contact method and the content of any communications you send to us, including enquiries, quotes, feedback, or complaints.
Booking and service information, such as details about the move or transport service requested, dates and times of bookings, inventory descriptions where provided, access details, and instructions you give us relating to the service.
Payment and transaction data, such as records of services provided, amounts charged, payment status, and basic payment references. We do not store full card details when payments are processed through an external payment provider.
Technical and usage information, where relevant, such as basic information about how you access our website or online forms, limited to what is necessary to operate and secure our online services.
How We Collect Your Data
We collect personal data from you directly when you contact us by phone, through online forms, or in person, to request information, obtain a quote, or make a booking. We may also collect personal data when you engage with us through advertising platforms or directories where you voluntarily provide your details for us to contact you. In some cases, your data may be provided to us by another person arranging the service on your behalf, in which case we process this data in the same way as if you had provided it yourself.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, the lawful bases we rely on are:
Contract. We process your personal data when it is necessary to take steps at your request before entering into a contract, such as providing a quote, and when it is necessary to perform a contract with you, such as carrying out the agreed moving or transport services.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights and freedoms. This includes managing our business operations, maintaining records, responding to enquiries, improving our services, and preventing misuse of our services.
Legal obligation. We process some personal data to comply with legal and regulatory requirements, such as record keeping, accounting obligations, and responding to lawful requests from authorities.
Consent. In limited circumstances, we may rely on your consent, for example if you specifically agree to receive optional marketing communications. Where we rely on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes, arrange bookings, and deliver our moving and transport services in the Barnet area and any other locations involved in your move.
To communicate with you before, during, and after the provision of services, including confirming bookings, providing updates, and responding to your enquiries or complaints.
To manage payments, issue invoices or receipts, and keep financial records for accounting and tax purposes.
To manage and improve our business, including staff training, quality assurance, and monitoring of service performance.
To comply with legal obligations and to establish, exercise or defend legal claims where necessary.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. In determining appropriate retention periods, we consider the type of data, the nature of the services, legal or regulatory requirements, and the potential need to refer to historical records in the event of queries or disputes.
As a general guideline, basic booking and invoice records will usually be retained for a number of years to meet tax, accounting and legal obligations. Communication records, such as messages or quote requests, may be retained for a shorter period, unless they relate to a booking or a dispute that requires us to keep them for longer. Once the relevant retention period has expired, we will securely delete or anonymise your personal data.
Data Processors and Sharing of Data
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors help us deliver our services and operate our business. Typical categories of processors may include:
IT and hosting providers that support our systems, website, and data storage.
Payment processing providers that enable us to receive and manage payments securely.
Professional advisers, such as accountants or legal advisers, when necessary for business or legal reasons.
These service providers only process personal data on our instructions, are bound by contractual obligations to keep your data secure and confidential, and must not use it for their own purposes.
In certain circumstances, we may also need to share personal data with third parties as independent data controllers, for example with law enforcement agencies, regulatory bodies, or other authorities when we are legally required to do so, or to protect our rights or the rights of others.
International Transfers
Our primary operations are based in the United Kingdom and we aim to store personal data within the UK or the European Economic Area where possible. If it becomes necessary to transfer personal data to a country outside the UK or the EEA, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on other approved transfer mechanisms, in order to provide an adequate level of protection for your personal data.
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 Barnet customers in the area, subject to certain legal limitations. Your rights include:
Right of access. You have the right to request a copy of the personal data we hold about you and to receive information about how it is processed.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in specific situations, such as while we are assessing a request for rectification or objection.
Right to object. You have the right to object to processing that is based on our legitimate interests, including profiling, and we will stop processing your data unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you have the right to request that we provide your personal data in a structured, commonly used and machine-readable format, and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent as the lawful basis for processing, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.
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.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction or damage. These measures may include restricted access to personal data, secure storage, data minimisation practices, and staff awareness of data protection responsibilities. While we strive to protect your personal data, no transmission or storage system can be guaranteed to be completely secure, but we continually review and enhance our security measures as appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any updated version will apply to all Man with Van Barnet customers in the area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
