Privacy Policy - Man And Van Barnes

Last updated: May 2026

This Privacy Policy explains how Man And Van Barnes collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man And Van Barnes customers in the area, including individuals and businesses who enquire about, book, or receive our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read together with any service terms or booking information provided at the time of your enquiry or move.

1. Information We Collect

We collect only the personal data necessary to provide our services, manage bookings, and meet legal and operational obligations. The types of information we may collect include:

Identity details: your name, title, and, where relevant, company name.
Contact details: telephone number, email address, and move-related address details.
Booking information: move dates, collection and delivery addresses, item lists, access notes, and service preferences.
Payment information: transaction details, invoices, and records of payments received or refunded. We do not typically store full card details if payment is processed by a third-party provider.
Customer communications: messages, call notes, emails, quotations, complaints, and feedback.
Service records: photographs, inventory notes, damage reports, and delivery confirmations where needed.
Website and device data: technical information such as IP address, browser type, and cookie data, if you interact with our online services.
Special category data: we do not intentionally collect sensitive personal data. If you choose to provide information that may reveal special category data, we will process it only where there is a lawful basis and it is necessary for the service.

We generally collect data directly from you when you make an enquiry, request a quote, confirm a booking, communicate with us, or provide information during the moving process. In some cases, we may receive information from third parties, such as landlords, agents, business representatives, payment providers, or subcontracted service partners where necessary to complete the service.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan, organise, and complete removals, deliveries, or transport services;
to communicate with you about your booking, schedule, access, and service updates;
to process payments, issue invoices, and manage refunds;
to respond to enquiries, complaints, and claims;
to maintain business records and comply with accounting, tax, and legal obligations;
to improve service quality, train staff, and maintain operational efficiency;
to protect against fraud, misuse, or security incidents;
to meet insurance and dispute resolution requirements.

We only use your personal data for purposes that are compatible with the reason it was collected, unless we have a valid legal basis to use it for another legitimate purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the context, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, and handling associated billing or customer service.

Legal Obligation

We process certain data to comply with legal requirements, including tax rules, accounting obligations, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing operations, preventing fraud, improving services, maintaining records, and resolving disputes. We always consider the impact of such processing and limit it to what is necessary.

Consent

Where required, we rely on your consent, for example for certain marketing communications or non-essential cookies. If we ask for consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in normal circumstances, but may be used if necessary in exceptional situations to protect someone’s life or where required by law.

4. Sharing Data and Processors

We may share personal data with trusted third parties, known as processors or service providers, who act on our instructions and support the delivery of our services. These may include:

Payment processors: to process card or electronic payments securely.
Accounting and invoicing providers: to manage billing, tax, and financial records.
IT and cloud service providers: to store data, host systems, and support communications.
Customer management or booking systems: to manage enquiries, schedules, and service records.
Insurance providers and claims handlers: where needed to assess or settle claims.
Subcontractors or partner movers: where necessary to fulfil a booking or provide support during a move.
Professional advisers: such as legal or financial advisers when required.
Public authorities: if we are required to disclose data by law or to protect legal rights.

We do not sell personal data. Where data is shared, we take reasonable steps to ensure it is protected and only used for the intended purpose. Some processors may operate outside the UK. If this happens, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, as required by law.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general:

Booking and service records: kept for a reasonable period after service completion to manage queries, complaints, or claims.
Financial and tax records: retained for the period required by law.
Communication records: retained as long as needed to handle service matters or resolve disputes.
Marketing data: retained until you unsubscribe, withdraw consent, or we determine it is no longer needed.

When data is no longer needed, it is securely deleted, anonymised, or destroyed in a safe manner.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data handling procedures. While we take reasonable steps to safeguard data, no system can be guaranteed completely secure.

7. Your Rights

Depending on the circumstances, you have rights in relation to your personal data under data protection law. These include the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete data;
Erase your data in certain situations;
Restrict how we use your data in certain circumstances;
Object to processing based on legitimate interests or direct marketing;
Data portability for data you provided to us where processing is based on consent or contract and carried out by automated means;
Withdraw consent where processing is based on consent;
Complain to the Information Commissioner’s Office if you believe your rights have not been respected.

We may need to verify your identity before responding to a request. Some rights may not apply in every case, for example where we must retain data to comply with a legal obligation or defend a legal claim.

8. Marketing Communications

We may send service-related messages that are necessary for bookings, quotations, or operational updates. We will only send marketing communications where permitted by law and, where required, with your consent. You can opt out of marketing at any time by using the unsubscribe option provided in the communication or by telling us directly.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided as part of a household move and is necessary for service delivery. If we become aware that we have collected personal data from a child in circumstances that are not appropriate, we will take steps to delete it where lawful and practical.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, operational practice, or our services. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Commitment

Man And Van Barnes is committed to processing personal data fairly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, keep it only for as long as necessary, and respect your rights under data protection law. This policy applies to all Man And Van Barnes customers in area and reflects our dedication to responsible data handling in every stage of our service.

By using our services, you acknowledge that you have read and understood this Privacy Policy.