Man and a Van Bow Privacy Policy
This Privacy Policy explains how Man and a Van Bow collects, uses, stores and shares personal data about its customers and prospective customers. It applies to all Man and a Van Bow customers and service users within our operating area, including people who contact us for quotes, make bookings, or otherwise interact with our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent way, in line with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who This Policy Applies To
This Privacy Policy applies to individuals who use, or are considering using, Man and a Van Bow services. This includes private customers, business customers where we deal directly with individual representatives, and anyone who contacts us with an enquiry, request for a quote, or feedback about our services within our service area.
What Personal Data We Collect
We only collect personal data that we need in order to provide and manage our services. The information we may collect includes:
Identification and contact details: name, address, pick-up and drop-off addresses, billing address, and other relevant location details, as well as contact details such as your name and any other information you choose to provide in communications with us.
Service information: details of the services you request, including dates and times of moves or deliveries, property access information that you provide, descriptions of items to be moved, and any specific instructions relating to your booking.
Transaction and account information: records of quotes given, bookings made, services provided, prices, payments, and any communications relating to these transactions. Depending on how you pay, we may receive confirmation that payment has been made, but we do not store full payment card details.
Communications: records of emails or messages you send to us, notes of any telephone conversations (where applicable), and any feedback, comments, or complaints you provide.
Technical and usage data: if you use our website or online tools, we may collect technical data such as your IP address, browser type, and information on how you interact with our website. This is used to operate, maintain and improve our website and services.
How We Collect Your Data
We collect personal data in several ways:
Directly from you: when you contact us to request a quote, make a booking, ask a question, provide feedback, or request information about our services.
Through our website or online forms: when you complete a contact or booking form, or interact with our online tools and services.
From third parties: in limited cases, we may receive information from referral partners or other parties involved in your move or delivery, where they have your permission to share this data with us.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide our services: we use your data to respond to enquiries, provide quotes, manage bookings, carry out moves and deliveries, and handle payments. The lawful basis is performance of a contract, or taking steps at your request before entering into a contract.
To communicate with you: we contact you about your bookings, service updates, operational issues, and customer support. The lawful basis is performance of a contract and our legitimate interests in managing our business and customer relationships.
To improve and manage our business: we may use aggregated or anonymised data to analyse service usage, improve our operations, and plan resources. The lawful basis is our legitimate interests in running and developing our services, provided these interests are not overridden by your rights and interests.
To comply with legal obligations: we may process and retain certain data to meet regulatory, tax, accounting, or legal requirements. The lawful basis is compliance with a legal obligation.
Marketing communications: we may use your contact details to send you information about similar services you have used, where the law allows us to do so. The lawful basis is our legitimate interests in promoting our services. You can opt out of marketing at any time.
Data Retention
We will keep your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.
For customers and bookings, we typically retain records of services, associated communications, and transaction information for a period that allows us to respond to queries, handle complaints, and meet our tax and accounting obligations.
For enquiries that do not lead to a booking, we may retain the information for a limited period to respond to your query and follow up where appropriate.
Once the relevant retention period expires, we will either securely delete your personal data or anonymise it so that it can no longer be linked to you.
Data Sharing and Processors
We do not sell your personal data. We only share it where necessary for the operation of our services, for legal reasons, or with your consent.
Service providers and processors: we may use trusted third-party providers to help us run our business, such as payment processors, IT support, cloud storage providers, and administrative services. These providers act as data processors on our behalf and are only allowed to use your data in accordance with our instructions and for the purposes set out in this policy. We require them to keep your data secure and confidential.
Operational partners: where necessary to complete your move or delivery, we may share relevant information with drivers, assistants, or subcontractors who help provide the service. They receive only the information they need to perform their role.
Legal and regulatory bodies: we may disclose information to authorities or regulators where required by law, or where it is necessary to protect our rights, property, or safety, or that of our customers or others.
International Transfers
Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If we use service providers that transfer data outside these locations, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your data in line with data protection laws.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to personal data to those staff and providers who need it to perform their duties and requiring them to keep it confidential.
Despite these measures, no system can be completely secure. We therefore cannot guarantee absolute security of your data, but we are committed to maintaining a high level of protection and responding promptly to any suspected data incidents.
Your Data Protection Rights
Under data protection laws, you have certain rights in relation to the personal data we hold about you. These include:
Right of access: you can request a copy of the personal data we hold about you, along with information about how we use it.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data.
Right to erasure: in some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the original purpose and there is no legal reason for us to keep it.
Right to restriction: you can ask us to restrict how we use your data in certain situations, such as while we are dealing with a correction request or a dispute about our use of your data.
Right to object: you can object to our processing of your personal data where we are relying on legitimate interests or conducting direct marketing. We will stop processing unless we have compelling legitimate grounds that override your interests, or where we need to continue for legal reasons.
Right to data portability: in some cases, you can request a copy of your data in a structured, commonly used and machine-readable format and ask us to transfer it to another service provider, where this is technically feasible.
Right to withdraw consent: where we rely on your consent as the lawful basis for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
How to Exercise Your Rights
If you wish to exercise any of your rights, or if you have questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual communication channels you use with Man and a Van Bow. We may need to verify your identity before responding to certain requests to protect your privacy and security.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are not satisfied with how we handle your personal data. We would encourage you to contact us first so that we can try to resolve any concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will take effect from the date they are posted. We recommend that you review this policy periodically to stay informed about how we protect your information.
