Barnes Man and Van Privacy Policy

This Privacy Policy explains how Barnes Man and Van collects, uses, shares, and protects personal data when providing man and van, removals, and related services. It applies to all Barnes Man and Van customers and prospective customers in our service area, including those who contact us for quotations, make bookings, or otherwise interact with us.

We are committed to protecting your privacy and handling your personal data in a transparent and lawful way in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who we are

Barnes Man and Van is a removals and transport service provider. When we refer to we, us, or our in this Privacy Policy, we are referring to the business entity that determines how and why your personal data is processed and that provides services to you as a customer in our area.

Personal data we collect

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

Identity and contact details such as your name, title, postal address, collection and delivery addresses, and any other contact details you choose to provide.

Booking and service information such as details of your requested move, inventory or description of items to be moved, access information for properties, preferred dates and times, and any special instructions or notes you provide.

Communication records such as messages, enquiry details, quotations, and any other communications you send to us and our responses, whether by phone, text, online form, or other communication methods.

Payment and transaction data such as records of payments made, payment method type, invoices, receipts, and related accounting information. We do not store full card details if you pay by card, although our payment processor may process such details on our behalf.

Usage and technical data where you interact with our online content, which may include information about how you access and use any website or online platform we operate, such as dates and times of visits and basic technical information provided by your device or browser.

We generally do not seek to collect special category personal data such as health information. If you choose to share such information, for example regarding mobility issues relevant to a move, it will be handled with particular care and only to the extent necessary to provide the service you request.

How we collect your data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. This may be by telephone, text, messaging service, or through any online contact methods we use.

We may also receive personal data about you from third parties where this is necessary to provide our services. For example, another person may book a move on your behalf and provide your name and contact details as the contact at the collection or delivery address.

In addition, we may generate data ourselves in the course of providing services, such as internal notes about access routes or parking arrangements, or records of completed jobs for accounting and insurance purposes.

Lawful bases for processing

We will only process your personal data where we have a lawful basis to do so. The main lawful bases we rely on are:

Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out removals or transport services, communicating with you about your booking, and handling payments.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. This may include managing our business operations, maintaining records for insurance and dispute resolution, improving our services, preventing fraud, and ensuring the security of our staff and customers.

Legal obligation. We process personal data where it is necessary to comply with legal and regulatory requirements, including tax, accounting, and record keeping obligations.

Consent. In limited cases, we may rely on your consent, for example if you explicitly agree to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this Privacy Policy.

How we use your personal data

We use your personal data for the following purposes:

To provide quotations and respond to enquiries regarding our services.

To set up, manage, and carry out bookings for removals, transport, and related services.

To communicate with you about your booking, including confirming arrangements, providing updates, and resolving any issues that arise.

To process payments, issue invoices and receipts, and manage our accounts and financial records.

To manage our relationship with you, including handling feedback, complaints, and aftercare queries.

To operate, protect, and improve our business, including internal administration, quality control, staff training, and service planning.

To comply with legal and regulatory obligations, and to establish, exercise, or defend legal claims.

Sharing your personal data and processors

We may share your personal data with carefully selected third parties where necessary for the purposes described above. These include:

Service providers acting as data processors who provide services to us, such as payment processing, accountancy, secure data storage, customer management tools, or communication systems. These processors act only on our instructions and are contractually required to protect your personal data.

Professional advisers such as accountants, auditors, and legal professionals where necessary for advice, auditing, or to manage legal obligations and claims.

Public authorities, regulators, law enforcement agencies, or insurers where we are required to do so by law or where this is necessary to protect our rights, property, or the safety of our staff, customers, or the public.

We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.

Data retention

We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected, and to meet legal, regulatory, tax, or accounting requirements.

In general, data related to quotes, bookings, and services provided will be retained for a period that allows us to manage our relationship with you, respond to queries, and deal with potential legal claims. Financial records will typically be kept for at least the minimum period required by tax and accounting laws.

When we no longer need personal data, we will securely delete it or anonymise it so that it can no longer be associated with you.

International transfers

Where we use service providers or systems that are based outside the United Kingdom, or that store or access data in other countries, we take steps to ensure that your personal data is given appropriate protection. This may include using standard contractual safeguards or ensuring that the provider is subject to comparable data protection requirements.

Security of your personal data

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Access to personal data is limited to those staff and service providers who have a business need to know it and who are subject to confidentiality obligations. While we work hard to protect your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

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:

Right of access. You have the right to ask for confirmation that we are processing your personal data and to request a copy of the personal data we hold about you.

Right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. You have the right to request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the purpose for which it was collected and no legal obligation or legitimate interest requires us to keep it.

Right to restriction. You have the right to request that we restrict the processing of your personal data in certain circumstances, such as where you contest its accuracy or object to our processing.

Right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests as our lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests or the processing is needed for legal claims.

Right to data portability. In some cases, you have the right to 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 the processing is based on consent or contract and carried out by automated means.

Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing prior to withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed. We would, however, appreciate the chance to address your concerns first, so we encourage you to contact us in the first instance.

Contacting us about your data

If you have any questions about this Privacy Policy, our data protection practices, or if you wish to exercise any of your data protection rights, you can contact us using the usual contact channels published for Barnes Man and Van. Please clearly state that your query relates to data protection or this Privacy Policy, and provide enough information to help us identify you and respond to your request.

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 legal or regulatory requirements. Any updates will be effective from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.