Bow Man and Van Privacy Policy

This Privacy Policy explains how Bow Man and Van collects, uses, stores and shares personal data when providing man and van services. It applies to all Bow Man and Van customers and prospective customers in our service area, as well as visitors who contact us to request quotes or information. We are committed to processing your personal data lawfully, fairly and transparently in accordance with the United Kingdom General Data Protection Regulation and all applicable data protection laws.

1. Who this Privacy Policy applies to

This Privacy Policy applies to individuals in our service area who:

Make a booking or request a quotation for our man and van services, contact us by any communication channel, act on behalf of a business that uses our services, visit our website, or otherwise interact with Bow Man and Van in relation to our services. By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

2. Personal data we collect

We only collect personal data that is necessary for the provision and administration of our services. The categories of personal data we may collect include:

Identity and contact details, such as your name, service address, collection and delivery addresses, and general location information relevant to the move. Booking and service details, such as dates and times of your booking, description of items to be moved, access information for properties, parking information and any special instructions you provide. Communication records, such as information contained in messages or correspondence you send to us, including enquiries, feedback, and complaints. Payment and transaction details, such as payment confirmations, amounts, dates and methods of payment. Any payment card information is processed by our payment service providers and is not stored by us. Technical and usage information, such as basic information about how you use any online enquiry forms or digital contact channels we may offer, and information required to ensure the security of our systems.

3. How we collect your data

We collect personal data directly from you when you contact us to request a quote, make a booking or otherwise communicate with us. This may be by telephone, text, messaging service, online form or in person. We may also receive personal data indirectly where another person books a service on your behalf or provides us with your details as a contact person for the service. Where this happens, we ask that the person providing the data confirms that you have been informed about this Privacy Policy.

4. Lawful basis for processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on are:

Contract: We process your data to enter into and perform a contract with you, including providing quotations, confirming bookings, delivering our services, communicating with you about your booking and handling payments. Legal obligation: We may process data where necessary to comply with legal or regulatory requirements, such as accounting, tax and record keeping obligations. Legitimate interests: We may process your data for our legitimate business interests, provided these are not overridden by your rights and freedoms. This includes managing and improving our services, responding to enquiries and complaints, planning our resources and protecting our business against fraud and misuse. Consent: In limited cases, we may rely on your consent, for example where this is required for certain types of optional communication. Where we rely on consent, you can withdraw it at any time.

5. How we use your personal data

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

To provide quotations and respond to enquiries. To set up, manage and complete your booking. To deliver our man and van services, including planning routes and resources. To communicate with you about your booking, including confirmations, changes and service updates. To process payments and maintain accurate financial records. To manage customer relations, including handling feedback, resolving issues and responding to complaints. To improve our services, plan our operations and maintain the safety and security of our staff, customers and property. To comply with legal and regulatory obligations that apply to our business.

6. Data retention

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

In general, we will keep booking and service records, including associated personal data, for a period necessary to comply with tax and accounting obligations and to handle any queries or disputes that may arise. Where data is no longer required, it will be securely deleted or anonymised so that you can no longer be identified.

7. Data processors and third parties

We may share your personal data with carefully selected third parties that act as data processors on our behalf. These processors may include:

Payment processing providers that handle card and electronic payments. Providers of software or systems used to manage bookings, schedules or customer records. Providers of secure data storage, backup and security services. We ensure that all processors are bound by written contracts that require them to only process your personal data on our instructions, to protect it with appropriate technical and organisational measures, and to comply with data protection law.

We may also share your personal data with other third parties in the following limited circumstances:

Where we are under a legal or regulatory obligation to disclose the data. Where it is necessary to protect our rights, property or safety, or the rights, property or safety of our staff or customers. Where you have explicitly requested or authorised the sharing of your data.

8. International transfers

Where we use service providers that are based outside the United Kingdom or that store data in other countries, we will take steps to ensure that your personal data is protected in accordance with applicable data protection laws. This may include using standard contractual clauses or ensuring that adequate safeguards are in place.

9. Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or destruction. These measures include restricting access to personal data to those staff and processors who need it for the purposes described in this Privacy Policy, using secure systems to store and transmit data, and periodically reviewing our security practices. While we strive to protect your personal data, no method of transmission or storage is completely secure, and you share information with us at your own risk.

10. Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of the data we hold about you, together 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 have the right to request that we delete your personal data. This right is not absolute and may not apply where we need to retain the data for legal or contractual reasons. Right to restriction: You have the right to request that we restrict the processing of your personal data in certain situations, for example where you contest the accuracy of the data. Right to data portability: In some cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to ask us to transfer it to another controller where technically feasible. Right to object: You have the right to object to certain types of processing based on legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims. Right to withdraw consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

11. Exercising your rights and complaints

If you wish to exercise any of your rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the usual contact methods you use to reach Bow Man and Van. We will respond to your request in accordance with applicable data protection laws and may need to verify your identity before acting on your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have used your personal data. We would, however, welcome the opportunity to address your concerns directly in the first instance.

12. 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 updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.