Privacy Policy
Man with Van East Barnet Privacy Policy
This Privacy Policy explains how Man with Van East Barnet collects, uses, stores and protects personal data relating to customers and potential customers in the East Barnet area. It has been prepared to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van East Barnet to individuals and businesses located in or booking services for the East Barnet area.
Who this Privacy Policy applies to
This Privacy Policy applies to all Man with Van East Barnet customers, and people who make enquiries about our services, within the East Barnet area and surrounding locations that we serve. By providing your personal information to us, whether by phone, online, or in person, you acknowledge that you have read and understood this Privacy Policy.
Types of personal data we collect
We only collect personal data that is necessary for arranging and completing our man and van and related services. The types of personal data we may collect include:
Identification and contact details such as name, address, pickup and delivery addresses, and contact details needed to arrange and carry out your booking.
Booking and service information such as dates and times of moves, service requirements, property access details relevant to the job, and notes relating to your booking.
Payment information such as payment confirmations and records of payments received for accounting and tax purposes. We do not store full payment card details when payment is processed via a secure third party payment processor.
Communication records such as information you provide when you contact us with queries, feedback, complaints or special instructions, and records of our responses.
Technical and usage data such as basic information generated when you use any online enquiry forms or visit our online pages, including the date and time of your enquiry and the basic details you submit.
How we collect personal data
We collect personal data in a number of ways, including:
Directly from you when you contact us to request a quote, make a booking, or ask a question about our services.
During the provision of services when our team attends your property or meets you at pickup and delivery addresses and you provide further information needed to complete the work.
Through our service providers such as payment processing companies who confirm payments made to us, and platform or advertising providers that pass on your enquiry to us when you request a quote or service through them.
Lawful bases for processing your data
We process personal data only where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contract. We need to process your personal data to provide you with a quote, to make a booking, and to deliver the services you have requested, as well as to manage our ongoing relationship with you.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights. This includes activities such as managing our business operations, improving our services, handling enquiries, and exercising or defending legal claims.
Legal obligation. We may process certain personal data where this is required to comply with our legal obligations, such as keeping accounting and tax records, responding to lawful requests from authorities, and complying with applicable regulations.
Consent. In limited cases, we may rely on your consent, for example, where required for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw that consent at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide quotes, manage bookings, arrange collection and delivery locations and times, and deliver our man and van and related services.
To contact you about your enquiry or booking, including sending confirmations, updates, and necessary information about your service.
To manage payments, issue invoices or receipts, process refunds where applicable, and maintain accurate financial records.
To respond to your questions, feedback or complaints and keep a record of our communications.
To manage our business operations, improve our services, train staff and maintain service quality and safety.
To comply with legal and regulatory obligations, including record keeping and responding to lawful requests from public authorities.
Data sharing and processors
We do not sell your personal data. However, we may share your data with third parties where necessary for the purposes described in this Privacy Policy or where we are legally required to do so. These third parties may act as data processors on our behalf. They include:
Service providers who help us deliver our services, such as subcontracted drivers or vans where needed to complete your job. These providers only receive the information necessary to perform their services.
Payment processors who handle card or electronic payments on our behalf. These organisations are responsible for the secure processing of your payment details.
Professional advisers such as accountants or legal advisers where necessary for accounting, taxation, legal, or insurance purposes.
Technology and administrative providers who support our scheduling, communication, document storage or other administrative systems.
Public authorities or law enforcement agencies where we are required to share data by law or to protect our rights, property, or the safety of others.
When we use processors, we require them to act only on our instructions, to keep your data secure, and to comply with data protection law.
Data retention and storage
We keep personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting obligations. The length of time we keep your data may vary depending on the type of information and the reason we hold it.
In general, we will retain booking and invoice information for the period required by law for tax and accounting purposes. Communication records and service notes may be retained for a reasonable period to handle queries or potential disputes and to improve our services.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to you.
Data security
We take appropriate technical and organisational measures to protect the personal data we hold against unauthorised access, accidental loss, disclosure or destruction. These measures include limiting access to personal data to those staff and service providers who need it to carry out their duties, using secure methods to store and transfer data where appropriate, and ensuring that our processors also use suitable security measures.
Despite these precautions, no system can be completely secure. We therefore cannot guarantee absolute security of your data, but we take security and confidentiality very seriously and work to minimise risks.
International data transfers
Our primary operations are based in the United Kingdom and we aim to store and process your personal data within the UK or the European Economic Area. Where it becomes necessary to transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on an adequacy decision, to protect your data in line with data protection laws.
Your data protection rights
Under data protection law, you have a number of rights regarding the personal data we hold about you. These include:
The right of access. You can request a copy of the personal data we hold about you and information about how we process it.
The right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.
The right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we have no legal basis to retain it.
The right to restrict processing. You can ask us to restrict the way we use your data in certain cases, such as while we consider a request for rectification.
The right to object. You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activity, and we will stop unless we have compelling legitimate grounds to continue.
The right to data portability. Where we process your data based on your consent or to perform a contract with you, and the processing is carried out by automated means, you may be able to request that we provide your data in a structured, commonly used and machine readable format or transfer it to another organisation where technically feasible.
If you wish to exercise any of these rights, you can contact us using the details provided on our main customer communication channels. We may need to verify your identity before responding to your request and we will respond within the time periods set by law.
Complaints and contact
If you have concerns about how we handle your personal data, you can contact us using our usual customer contact details and we will do our best to address your concerns. You also have the right to lodge a complaint with the UK Information Commissioners Office or your local supervisory authority if you are located outside the United Kingdom.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or in applicable laws and regulations. Any updates will apply from the date they are published. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.
