Man with Van Bow Privacy Policy
This Privacy Policy explains how Man with Van Bow collects, uses, stores, shares, and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Bow customers and service users in our operating area and to anyone who contacts us to enquire about, book, or receive our services.
We are committed to protecting your privacy and handling your personal data in a fair, lawful, and transparent way in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who we are
Man with Van Bow provides transport, removals, and related services to customers in the local area. For the purposes of data protection law, we are the data controller for the personal data that we collect and process about you in connection with our services.
Personal data we collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, or use our services:
Identification and contact details, such as your name and your preferred contact details so that we can communicate with you about your enquiry or booking.
Service and booking details, such as collection and delivery addresses, access details, dates and times of your move, an overview of items to be moved, and any special instructions relevant to carrying out the service.
Communication records, such as information contained in messages or conversations between you and us in relation to quotes, bookings, or customer service matters.
Payment-related information, such as the amount paid, the date of payment, and method of payment. We do not store full payment card details; where card payments are used, these are processed by a third party payment processor on our behalf.
Technical information, such as basic information from the device or browser you use to access our online content, including date and time of access and basic analytics data. This is used for administration and to understand how our services are used.
You may choose to provide additional information where it is relevant to your enquiry or booking, for example details about access restrictions, parking arrangements, or particular handling requirements for your items.
How we collect your personal data
We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us in relation to our services. We may also receive limited personal data from third parties where someone books a service on your behalf and provides your details as the contact person or recipient of the service.
Lawful bases for processing
We rely on one or more of the following lawful bases to process your personal data:
Contract. We process your personal data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotes, managing bookings, carrying out removals and transport services, and handling payments.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and interests. This includes managing our relationship with you, improving our services, protecting our business, and handling queries or complaints.
Legal obligation. We process certain data where it is necessary for compliance with legal obligations, such as tax, accounting, and record-keeping requirements or responding to lawful requests from regulatory or law enforcement authorities.
Consent. In limited cases, we may rely on your consent, for example where we wish to send you direct marketing by certain channels. Where we rely on consent, you may withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To respond to your enquiries and provide you with quotes for our services.
To set up, manage, and deliver your bookings, including planning routes, scheduling, and communicating with you about your move.
To manage payments, invoicing, and any refunds.
To provide customer service and handle queries, feedback, or complaints.
To manage our business operations, including record keeping, accounting, and auditing.
To help maintain the security and integrity of our services and to prevent or detect fraud or other unlawful activity.
To improve and develop our services, for example using anonymised or aggregated information for analysis and planning.
Data sharing and processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary to provide our services or to operate our business, including:
Service providers and contractors who assist us with transport, storage, customer communications, payment processing, IT hosting, and administration. These third parties act as data processors and only process your personal data on our documented instructions and for the purposes described in this Privacy Policy.
Professional advisers, such as accountants or legal advisers, where this is necessary for the management of our business or to obtain advice in relation to legal claims.
Public authorities, law enforcement, or regulators where we are required or permitted to do so by law or where disclosure is necessary to protect our rights or the rights of others.
Where we use data processors, we ensure that appropriate data protection agreements are in place requiring them to keep your personal data secure and to process it only in accordance with our instructions and applicable law.
International transfers
Where we use service providers located outside the United Kingdom, we take steps to ensure that your personal data is given appropriate 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 is necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
In general, we keep booking and transaction records for a period that allows us to respond to queries about completed services, comply with tax and accounting obligations, and defend legal claims. After the relevant retention periods have expired, we either delete your data securely or anonymise it so that it can no longer be linked to you.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures include limiting access to personal data to those who have a genuine business need to know it, using secure storage methods, and maintaining appropriate procedures for data handling.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. Your rights include:
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data together with certain information about how it is used.
Right to rectification. You have the right to ask us to correct or complete personal data that is inaccurate or incomplete.
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 necessary 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. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection.
Right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms or where processing is required in connection with legal claims.
Right to data portability. In certain circumstances, you have the right to receive the 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 this is technically feasible.
Right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using our usual contact channels. We will respond to your request in accordance with applicable data protection laws.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have handled your personal data. We would encourage you to contact us first so that we can try to resolve your concerns.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal obligations. The updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
This Privacy Policy applies to all Man with Van Bow customers and service users in our operating area and is intended to provide clear, accessible information about our data protection practices.
