Privacy Policy

Man with Van Bow Privacy Policy

This Privacy Policy explains how Man with Van Bow collects, uses, stores, and protects personal data relating to our customers in the Bow area. It also explains your rights under the United Kingdom General Data Protection Regulation and associated data protection laws. This Privacy Policy applies to all Man with Van Bow customers in our service area, including anyone who makes an enquiry, obtains a quote, or uses our removal and transport services.

Who we are and scope of this policy

Man with Van Bow provides local transport and removal services to residential and business customers. In providing these services, we act as a data controller, which means we decide how and why your personal data is processed. This Privacy Policy covers all personal data we process about existing and prospective customers in the Bow area, as well as individuals who contact us in relation to our services.

Types of personal data we collect

We only collect personal data that is relevant and necessary for providing our services and running our business. The categories of personal data we may collect include:

Identification and contact details, such as your full name, home or business address, collection and delivery addresses, and any other contact details you choose to provide.

Booking and service information, such as preferred dates and times for moves, details about the property and access, inventory or description of items to be moved, and any instructions regarding handling of items.

Communication records, including details of enquiries, quotes requested, correspondence with our team, and any feedback or complaints you make.

Payment and transaction information, such as payment confirmations, amounts paid, dates of payments, and records required for accounting and tax purposes. We do not store full payment card details if a third party payment processor is used.

Technical and usage information, where relevant, such as basic information about how you reached us online and general statistics used to improve our services. We aim to collect such data in a way that does not directly identify you unless it is necessary for our services or security.

How we collect your personal data

We collect personal data directly from you when you contact us to request information, obtain a quote, or book a service. This can be through phone, online enquiry forms, or other communication methods you use to reach us. We may also receive personal data from third parties if they are arranging a service on your behalf, such as an estate agent, landlord, or friend, and they provide your contact and address details so that we can complete the service.

Lawful basis for processing your data

We only process your personal data where we have a lawful basis under data protection law. Depending on the context, we rely on one or more of the following lawful bases:

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 completing a removal or transport booking.

Legal obligation. We process certain data to comply with legal and regulatory requirements, including record keeping obligations for tax, accounting, and financial reporting.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries and complaints, maintaining security, and preventing fraud or misuse of our services.

Consent. In limited cases, we may rely on your consent, for example for certain optional communications or where we use optional cookies or analytics tools that are not strictly necessary. When we rely on consent, you can withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotes and respond to enquiries, including assessing your requirements, estimating time and costs, and advising you on our services.

To manage bookings and deliver our services, such as planning routes, scheduling our team, ensuring appropriate vehicle capacity, and carrying out the collection, transport, and delivery of your items.

To communicate with you about your booking, including confirmations, updates, changes to arrangements, and after service follow up.

To manage payments and accounts, including issuing invoices, processing or confirming payments, managing deposits or refunds where applicable, and keeping appropriate financial records.

To maintain and improve our business operations, including staff training, quality control, service optimisation, and monitoring the performance and safety of our services.

To handle disputes, claims, and complaints and to establish, exercise, or defend legal claims where necessary.

To comply with our legal and regulatory obligations, including responding to lawful requests from public authorities where required.

Data sharing and processors

We do not sell your personal data. However, we may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties act either as data processors, processing personal data on our behalf, or as separate controllers with their own responsibilities under data protection law.

Examples of third parties we may share data with include:

Service providers that support our operations, such as IT support, booking or scheduling tools, secure data storage, and payment processing providers.

Professional advisers, such as accountants, insurers, or legal advisers, where necessary for business administration, risk management, or in connection with legal claims.

Public authorities and regulators, where we are legally required to do so or where disclosure is necessary to protect our rights or the rights of others.

Where we use data processors, we ensure they are bound by written contracts requiring them to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws.

International transfers

Our services are focused on customers in the Bow area. If any of our service providers or systems 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 ensuring that the destination country has an adequate level of data protection according to applicable law.

Data retention

We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet our legal, accounting, or reporting requirements.

Service and booking records, including basic contact details, booking details, and related communications, are typically kept for a period necessary to manage our relationship with you and to deal with any queries or disputes.

Financial and transaction data are kept for the period required by tax and accounting laws, which may be several years from the end of the relevant financial year.

Where we no longer need personal data for the purposes for which it was collected and there is no legal requirement to retain it, we will delete it or anonymise it so that it no longer identifies you.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need it for their role, using secure storage and systems, and training staff on data protection responsibilities. However, no method of transmission or storage can be guaranteed to be completely secure, and you should take appropriate care when sharing personal data with us.

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 Bow customers in our service area, subject to certain conditions and legal limitations:

Right of access. You have the right to request a copy of the personal data we hold about you and information about how we process it.

Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data.

Right to erasure. You can request that we delete your personal data where there is no lawful reason for us to continue processing it.

Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy.

Right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used, and machine readable format, or that we transmit it to another controller where technically feasible.

Right to object. You have the right to object to processing based on our legitimate interests, including any direct marketing activities, and we will stop processing unless we have compelling legitimate grounds to continue.

Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time, without affecting the lawfulness of processing based on consent before withdrawal.

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 the contact methods you normally use for our services. We will respond to your request in accordance with applicable data protection laws and may need to verify your identity before we act on your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly first.

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 changes in legal requirements. Any updated version will apply to all Man with Van Bow customers in our service area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.