Privacy Policy - Barnet Man And Van

This Privacy Policy explains how Barnet Man And Van collects, uses, stores, shares, and protects personal data when providing moving, removal, delivery, and related services. It applies to all Barnet Man And Van customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that personal data may be processed as described in this policy. We do not collect more data than is reasonably necessary, and we only use information for specified and legitimate purposes.

1. Data We Collect

We may collect and process the following categories of personal data:

Identity information such as your name, title, and, where relevant, the name of your business or organisation.
Contact details including phone number, email address, billing address, and service address.
Service information relating to bookings, move details, inventory, access notes, parking or loading instructions, and special handling requirements.
Payment information such as payment status, transaction references, and billing records. We do not intentionally store full card details unless needed through secure payment systems.
Communications including emails, messages, call notes, complaints, and feedback.
Technical data where applicable, such as basic device or browser information if you interact with our digital systems.
Verification and safety information if required to confirm identity, prevent fraud, or support secure access to premises.

We may also process limited special category data only where it is necessary and lawful, for example if you voluntarily provide information about health, mobility, or access needs so that we can carry out the service safely and appropriately. Such information is handled with additional care and only for the purpose for which it was shared.

2. How We Use Your Data

We use personal data for the following purposes:

To manage enquiries, quotations, and bookings.
To plan, perform, and complete moving or removal services.
To communicate with you about arrangements, timing, access, delays, or changes.
To process payments, invoices, and refunds where applicable.
To maintain accurate business records and service histories.
To handle complaints, disputes, insurance matters, and legal claims.
To improve our services, customer experience, and operational efficiency.
To comply with legal, accounting, tax, and regulatory obligations.

We will not use your data for unrelated purposes unless we are legally permitted to do so or you have given appropriate permission.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following bases depending on the activity:

Contract

We process personal data when it is necessary to take steps before entering into a contract or to perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and managing payment arrangements.

Legal obligation

We process certain data to meet obligations under tax law, accounting law, insurance requirements, and other applicable legal requirements.

Legitimate interests

We may process data where it is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms. This may include service improvement, internal administration, fraud prevention, record keeping, and responding to customer enquiries.

Consent

Where consent is required, we will ask for it clearly and separately. For example, if you provide optional sensitive information or agree to non-essential communications, we will rely on consent. You may withdraw consent at any time, although this will not affect processing already carried out lawfully.

Vital interests and public task

These bases are unlikely to apply in most cases, but may be used in exceptional circumstances if necessary.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or, in some cases, independent controllers. We only share information when necessary for the operation of our business, to deliver services, or to comply with legal duties.

Examples of processors and recipients may include:

Payment service providers who securely process transactions.
Accounting and bookkeeping providers who help manage invoices, receipts, and tax records.
IT and cloud service providers who support storage, communications, and business systems.
Administrative support services that help manage bookings and customer records.
Insurance providers, legal advisers, or claims handlers where required for disputes, liability, or claims.
Regulatory bodies, law enforcement, or courts where disclosure is required by law.

All processors are required to handle data securely, act only on our instructions where applicable, and implement appropriate technical and organisational safeguards. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and for any additional period required by law or legitimate business needs. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records are generally retained for a reasonable period to support customer service, accounting, and dispute resolution.
Financial and tax records are retained for the period required by law.
Communication records may be kept for operational, complaint-handling, and audit purposes.
Accident, insurance, or claims information may be retained until the matter is fully resolved and any related limitation periods have expired.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention procedures.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limiting access to those who need the information for legitimate business purposes.

While we take reasonable steps to safeguard data, no method of transmission or storage is completely secure. If we become aware of a data breach that poses a risk to your rights and freedoms, we will respond in line with applicable legal requirements.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions or exemptions.

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

If you wish to exercise your rights, we may need to verify your identity before responding. We will respond within the timeframes required by law and will provide our response in a clear and accessible format.

8. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in connection with a household move and provided by a parent, guardian, or authorised adult. If we become aware that we have collected data from a child without appropriate consent or lawful basis, we will take steps to delete it where required.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect the data in accordance with applicable law. Such safeguards may include adequacy regulations, standard contractual protections, or equivalent legal mechanisms.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated to customers. We encourage you to review this policy periodically to stay informed about how we protect your information.

11. Summary of Our Commitments

Barnet Man And Van is committed to processing personal data responsibly, securely, and only when necessary. We collect only the information needed to provide and manage our services, rely on clear lawful bases for processing, share data only with trusted processors or where required by law, and retain records only for as long as necessary. We also respect your rights and will handle any request in accordance with data protection law.

By using our services in the area, you acknowledge this Privacy Policy applies to you as a customer of Barnet Man And Van.