Privacy Policy - Man With Van Bow

Man With Van Bow is committed to protecting your privacy and handling your personal data in a fair, lawful, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data relating to our customers, prospective customers, and other individuals who interact with our services. It applies to all Man With Van Bow customers in area and to anyone whose personal data we process in connection with our services.

We aim to process personal data only when it is necessary and to do so in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand how we handle your information.

1. Personal Data We Collect

We may collect and process different types of personal data depending on how you use our services. This may include:

Identity details such as your name and title.
Contact details such as your email address, telephone number, and service address.
Service information such as moving date, property access information, inventory details, and special handling requirements.
Payment information such as billing details and transaction records, though we do not store full card details where payment is processed by a third party.
Communication records including emails, messages, and notes from calls or enquiries.
Technical data such as IP address, device type, browser information, and basic usage data if you interact with our digital systems.
Operational information such as delivery instructions, building access notes, parking restrictions, and items requiring special care.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, or use our services. In some cases, we may receive information from third parties such as estate agents, landlords, property managers, or payment service providers when this is necessary to provide our services.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To provide moving, transport, loading, unloading, and related services.
To respond to enquiries, provide quotes, and manage bookings.
To communicate with you about your service, including schedule updates and service requirements.
To issue invoices, process payments, and maintain accounting records.
To manage complaints, claims, and customer support requests.
To improve our services, manage quality, and maintain operational records.
To comply with legal and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.

We only use your personal data where we have a valid lawful basis under data protection law. We explain those lawful bases below.

3. Lawful Basis for Processing

Under the UK GDPR, we must identify a lawful basis for each type of processing. We rely on the following lawful bases:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking booking details, arranging your move, communicating service updates, and processing payments.

Legal Obligation

We process certain data to comply with legal obligations, such as tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include improving our services, managing customer enquiries, preventing fraud, maintaining operational records, and defending legal claims.

Consent

In limited cases, we may rely on your consent, for example for optional marketing communications where required by law. Where consent is used, you can withdraw it at any time.

4. Sharing Your Personal Data

We may share your personal data with trusted third parties, known as processors, where necessary for the purposes described in this policy. These processors act on our instructions and are required to protect your data and use it only for specified purposes.

Processors or categories of processors may include:

Payment processors who handle card or electronic payments securely.
IT and cloud service providers who store data or support our systems.
Accounting and bookkeeping providers who assist with financial administration.
Customer communication tools used to manage messages, bookings, or service updates.
Insurance providers and claims handlers where relevant to a service issue or incident.
Professional advisers such as lawyers, auditors, or consultants where necessary.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our rights, property, staff, customers, or the public.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason we hold it.

Booking and service records are typically retained for a period needed to manage the service and handle any follow-up issues.
Financial and tax records are retained for the period required by law.
Complaint, claim, and dispute records may be kept for longer where necessary to defend or establish legal claims.
Marketing records are retained until you withdraw consent or object, where applicable.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and procedures for handling incidents. No system is completely secure, but we work to protect your information to a standard appropriate to the risk.

7. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and the transfer is lawful under data protection rules. These safeguards may include adequacy regulations or standard contractual protections designed to keep your data secure.

8. Your Rights Under GDPR

You have important rights in relation to your personal data. Subject to legal restrictions and conditions, these rights may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you make a request, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted.

9. Marketing Communications

Where permitted, we may send you service-related information or optional marketing updates. If marketing is based on consent, you can opt out at any time. If marketing is based on legitimate interests where lawful, you still have the right to object.

We respect your preferences and will stop sending direct marketing when required.

10. Cookies and Similar Technologies

If we use cookies or similar technologies in connection with online services, they may be used to support site functionality, security, analytics, or user experience. Where required, we will provide appropriate notice and obtain consent before placing non-essential cookies. You can manage cookie settings through your browser or device controls.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for a specific service arrangement and appropriate safeguards are in place. If we become aware that we have collected data from a child without a valid basis, we will take appropriate steps to remove it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is issued. We encourage you to review it periodically so that you remain informed about how we handle your personal data.

13. How to Exercise Your Rights

If you wish to exercise any of your rights, please provide clear details of your request so that we can consider it properly. We may ask for additional information to confirm your identity and locate the data concerned. We will handle requests in accordance with applicable law and respond without undue delay.

14. Summary of Our Commitment

Man With Van Bow processes personal data responsibly, lawfully, and only where necessary to deliver our services and meet legal obligations. We use a limited and proportionate amount of personal data, keep it secure, share it only with approved processors or where required by law, and respect your rights under GDPR. This policy applies to all Man With Van Bow customers in area and is designed to ensure transparency and accountability in everything we do.

Your privacy matters to us, and we aim to handle your information with care and respect at all times.