Man and Van Bow Privacy Policy

This Privacy Policy explains how Man and Van Bow collects, uses, discloses and protects personal data relating to customers and potential customers in the Bow area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man and Van Bow customers, prospective customers and users of our services in the Bow area. It covers personal data collected through telephone enquiries, text or messaging services, contact forms, quotes, booking processes, in-person interactions and any other method by which you communicate with us or use our services.

Who we are and our role as data controller

Man and Van Bow is the provider of man and van and related transport services in the Bow area. For the purposes of data protection law, Man and Van Bow is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

Types of personal data we collect

We may collect and process the following categories of personal data when you contact us or use our services:

Identification and contact details, such as your full name, address, service addresses for pick-up and drop-off, and general location information in the Bow area. Communication details, such as your preferred contact method and the content of your communications with us, including enquiries, quotes, booking requests and any feedback or complaints. Service and booking information, such as the date and time of your move or transport service, type and size of move, details of items to be transported, any access restrictions or instructions, and related logistical information. Payment and transaction details, such as records of payments made, amounts, billing-related references and confirmation that payment has been completed. We do not store full card details when payments are processed via external payment providers. Technical and usage information, where applicable, such as basic information about how you interact with our website or online services, including date and time of visit and basic device or browser characteristics where this is automatically collected.

How we collect your personal data

We collect personal data directly from you when you contact us to request information, ask for a quote, make a booking, amend or cancel a booking, or provide feedback or a review. We may also receive personal data about you where another person books a service on your behalf and provides your details as the contact or service address. In limited cases, we may obtain information from third-party platforms or business partners where you have requested a quote or service that is then passed to us to fulfil.

Lawful bases for processing your data

We process your personal data only where we have a lawful basis to do so under data protection law. The main lawful bases we rely upon are:

Contract. We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes handling enquiries, providing quotations, confirming bookings, delivering the man and van service, processing payments and handling any follow-up matters related to your booking. Legitimate interests. We process personal data for our legitimate business interests, provided that these interests are not overridden by your rights. This includes managing our business operations, improving our services, responding to customer enquiries, maintaining records, and ensuring the safety and security of our staff, vehicles and customers. Legal obligation. We may process your personal data where necessary to comply with our legal obligations, such as accounting and tax requirements or responding to lawful requests from public authorities. Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

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

To provide quotations for man and van and related services based on the details you supply. To confirm, manage and deliver your bookings, including planning routes, scheduling staff and vehicles, and ensuring we have the correct access information for your properties. To communicate with you about your enquiries, quotations, bookings, changes, cancellations or issues on the day of the service. To process payments and maintain accurate financial and transactional records. To respond to any questions, feedback or complaints you may raise. To manage and improve our services, operations, customer service and safety processes. To maintain business records, comply with legal and regulatory obligations and exercise or defend legal claims.

Data sharing and processors

We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy.

Service providers and processors. We may engage third-party service providers to process personal data on our behalf. These may include payment processors, booking or scheduling systems, customer relationship management tools, communication tools and providers of secure data storage or cloud services. These parties act as data processors and are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. Professional advisers. We may share personal data with professional advisers, such as accountants, auditors, insurers or legal advisers, where necessary for the management of our business, for legal advice or to establish, exercise or defend legal claims. Authorities and legal disclosures. We may disclose personal data where required to do so by law, regulation or a court order, or where necessary to cooperate with law enforcement or public authorities.

International transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or store data in other countries, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. These safeguards may include the use of standard contractual clauses or equivalent legal mechanisms.

Data retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to comply with legal, accounting or reporting obligations.

In general, records relating to bookings, services provided and associated payments are kept for a period required by applicable tax and accounting laws, after which they are securely deleted or anonymised. Communications and enquiries that do not lead to a booking may be retained for a limited period to help us handle follow-up questions and manage our business records, after which they will be deleted or anonymised. We may retain certain information for longer where necessary to establish, exercise or defend legal claims.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to personnel and service providers who need it for their work, using appropriate security controls in our systems and regularly reviewing our information security arrangements. While we strive to protect personal data, no method of transmission or storage can be guaranteed as completely secure.

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 exemptions. These include:

Right of access. You have the right to request confirmation as to whether we process your personal data and to obtain a copy of that data, along with certain information about how we use it. Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you. Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing. Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we are considering a request for rectification or objection. Right to object. You may object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is necessary for legal claims. Right to data portability. In certain cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller, where technically feasible.

Exercising your rights

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you may contact us using your usual communication channels with Man and Van Bow. We will respond to your request as required by law and may need to verify your identity before acting on it.

Right to complain to the supervisory authority

If you are unhappy with how we have used your personal data, you also have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom. More information about how to do this can be obtained directly from the Information Commissioner's Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide. Any changes will be effective when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.