Privacy Policy
Barnes Man and Van Privacy Policy
This Privacy Policy explains how Barnes Man and Van collects, uses, stores and shares personal data about its customers and prospective customers. It applies to all Barnes Man and Van customers and service users in the areas in which we operate, regardless of how you contact us or use our services.
We are committed to handling your personal data in accordance with the General Data Protection Regulation and all applicable UK data protection laws. Please read this Privacy Policy carefully to understand how and why we process your personal data, and the rights you have in relation to it.
1. Who we are
Barnes Man and Van is a provider of moving, transportation and related services. For the purposes of data protection law, we act as the data controller for the personal data that we collect and use about our customers and potential customers. This means we decide how and why your personal data is processed.
2. Scope of this Privacy Policy
This Privacy Policy applies to all personal data processed by Barnes Man and Van in connection with enquiries, quotations, bookings, provision of man and van services, customer communications and related activities. It applies to personal data collected online, by telephone, in person and through any other communication channels we may use.
3. Personal data we collect
We only collect personal data that is necessary for providing and managing our services and running our business. The types of personal data we may collect include:
Identification and contact details such as your full name, address, service address, email address and any other contact details you provide.
Booking and service information such as dates and times of moves, collection and delivery addresses, property access details relevant to the service, details of items to be moved and any special instructions you choose to give us.
Communication records such as messages, enquiries, feedback and complaints you send to us, and our responses to you.
Payment and transaction information such as payment method, payment status, amounts paid, invoices, and records of transactions. We do not store full card details when payments are processed through a secure payment provider.
Technical and usage data where relevant, such as basic information about how you interact with our website or digital services, including pages visited and the time and date of visits, to help us operate and improve our services.
4. How we collect your data
We may collect personal data directly from you when you contact us to request information or a quotation, when you make a booking, when we provide services on the agreed date, when you respond to our communications, or when you provide feedback or make a complaint.
We may also receive personal data from third parties where necessary to provide our services. For example, if a business partner or another individual arranges a service on your behalf, they may provide us with your contact details and service address so that we can carry out the booking.
5. Lawful basis for processing
We process your personal data only when we have a lawful basis to do so. Depending on the context, this may include:
Contract performance: We use your personal data to take steps at your request before entering into a contract and to perform our contract with you, such as providing quotations, confirming bookings, and delivering our man and van services.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing and improving our services, protecting our business, and handling customer enquiries and complaints.
Legal obligations: We may process your personal data where necessary for compliance with legal or regulatory obligations, such as keeping accounting records and responding to lawful requests from public authorities.
Consent: In limited circumstances, we may rely on your consent to process personal data, for example if you specifically agree to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
6. How we use your personal data
We may use your personal data for the following purposes:
To provide, manage and fulfil our man and van services, including handling enquiries, preparing quotations, managing bookings and delivering your items.
To communicate with you about your enquiry, booking or service, including sending confirmations, updates, arrival times and any necessary follow-up communications.
To manage payments, including issuing invoices, processing payments through our payment providers, and maintaining transaction records.
To improve our services and business operations, including monitoring service quality and updating our processes and systems.
To respond to feedback, handle complaints, and resolve disputes.
To comply with legal and regulatory requirements and to protect our rights, property and safety and those of our customers and staff.
7. Data sharing and processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and in accordance with data protection law. This may include:
Service providers acting as data processors, who supply services that support our business operations, such as information technology providers, payment processors, accountants or document storage providers. These providers are only permitted to process your personal data on our instructions and must protect it appropriately.
Professional advisers such as accountants, auditors and legal advisers where this is necessary for the services they provide to us.
Public authorities and regulators where we are required to do so by law or where it is necessary to protect our legal rights.
Any sharing of personal data is limited to what is necessary for the relevant purpose, and we take steps to ensure that appropriate safeguards are in place.
8. Data retention
We retain your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and to meet legal, accounting or reporting requirements. The exact retention period depends on the type of data and the reason it was collected.
In general, we will keep core booking and transaction records for a period required by applicable laws and regulations. Communications relating to customer service, complaints or feedback may be kept for a period that allows us to address or refer back to issues if they arise later.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.
9. International transfers
Our primary operations are within the United Kingdom. If we ever need to transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring to countries that provide an adequate level of data protection, so that your rights remain protected.
10. Data security
We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures may include secure systems, access controls, staff training and regular review of our data handling practices.
While we strive to protect your personal data, no system can be guaranteed to be completely secure. You are encouraged to take care with the information you share with us and to notify us promptly if you suspect any misuse of your personal data in connection with our services.
11. Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exceptions, these include:
The right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.
The right to rectification: You can ask us to correct inaccurate personal data and to complete incomplete data.
The right to erasure: You can ask us to delete your personal data where there is no good reason for us to continue processing it, subject to legal and contractual obligations.
The right to restrict processing: You can request that we limit the way we use your personal data in certain circumstances.
The right to data portability: You can request that we provide your personal data to you or to another organisation in a structured, commonly used and machine-readable format, where the lawful basis is consent or contract and the processing is carried out by automated means.
The right to object: You can object to our processing of your personal data where we are relying on legitimate interests, including any direct marketing we may undertake.
The right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, please contact us using the contact methods available on our website or other service materials. We may need to verify your identity before responding to your request.
12. Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection authority in the United Kingdom.
13. 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 be made available through our usual communication channels. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
By continuing to use Barnes Man and Van services after changes are published, you acknowledge that you have read and understood the updated Privacy Policy.
