Privacy Policy
Bow Man and Van Privacy Policy
This Privacy Policy explains how Bow Man and Van collects, uses, stores, shares, and protects personal data relating to our customers. It applies to all Bow Man and Van customers within our service area, including individuals and businesses who book, enquire about, or receive our man and van and related services.
We are committed to complying with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all relevant data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data processing activities.
Personal Data We Collect
We collect and process personal data that is necessary for us to provide our services, manage our relationship with you, and meet our legal obligations. The types of personal data we may collect include:
Identification and contact details, such as your full name, postal address, service address, billing address, and general location within our service area.
Communication details, such as your preferred contact method and records of communications you have with us, including enquiries, bookings, feedback, and complaints.
Service and booking details, such as the date and time of your booking, pick-up and drop-off addresses, inventory or description of items to be moved where provided, parking information, access details, and any special instructions you choose to share.
Payment and transaction information, such as payment confirmations, partial card information from payment providers where applicable, billing amounts, invoices, refunds, and details of services purchased. We do not store full payment card details where payments are processed via third-party payment processors.
Technical and usage information, such as information about how you interact with our website or digital services, including basic device and browser information, and data generated from cookies or similar technologies where these are used in a compliant way.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quote, make a booking, enter into a service contract with us, or communicate with us in any way.
We may also obtain data from third parties where this is necessary and lawful, for example from payment service providers who confirm that a payment has been made, or from business partners who refer you to our services.
In some cases, data is collected automatically when you visit our website, such as technical and usage data gathered through cookies or similar technologies, subject to your consent where required by law.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the context, we may rely on one or more of the following legal bases:
Contract. We process your data when it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, deliver moving services, issue invoices, or handle service-related communications.
Legal obligation. We process your data when it is necessary to comply with legal requirements, such as tax, accounting, and record-keeping obligations, or to respond to lawful requests from regulators or public authorities.
Legitimate interests. We process your data where it is necessary for our legitimate business interests and these interests are not overridden by your rights and freedoms. Examples include managing our business operations, improving our services, handling customer enquiries and complaints, preventing fraud or misuse of our services, and maintaining security.
Consent. In certain situations, we may rely on your consent, for example for specific marketing communications or the use of certain cookies or analytical tools where consent is required by law. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services to you, including responding to enquiries, providing quotes, scheduling and carrying out van and moving services, and managing bookings.
To administer our relationship with you, including sending booking confirmations, updates, and service-related communications, and dealing with billing, payments, and refunds.
To improve and manage our operations, including monitoring service quality, optimising routes and scheduling, planning resources, and enhancing customer experience.
To communicate with you about important service changes, legal notices, or updates to this Privacy Policy.
To comply with applicable laws and to establish, exercise, or defend legal claims, including managing disputes and cooperating with regulatory or law enforcement authorities where required.
To send marketing communications where you have consented or where we are otherwise permitted to do so, and subject to your right to opt out at any time.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, or for as long as we are required to keep it by law.
In general, we keep customer and booking records for a period that allows us to fulfil our contractual obligations, handle any queries or disputes, and comply with statutory retention periods for tax and accounting records.
Where data is no longer needed for the original purpose and no legal retention obligation applies, we will delete it, anonymise it, or securely store it in a restricted archive until deletion is possible.
Data Processors and Third Parties
We may share your personal data with trusted third-party service providers who process data on our behalf and according to our instructions. These data processors support us in delivering our services and running our business, for example by providing payment processing services, booking or scheduling tools, cloud storage or hosting, customer relationship management systems, accounting or invoicing tools, and communication platforms.
Where we use data processors, we ensure that appropriate contractual and technical safeguards are in place, including data processing agreements that reflect GDPR requirements, to protect your personal data and ensure it is only used for specified purposes.
We may also share your data with other third parties in limited circumstances, for example with professional advisers such as accountants or legal advisers, or with authorities, courts, or regulators where we are required or permitted to do so by law.
Where personal data is transferred outside the United Kingdom or the European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, in order to protect your data.
Security of Your Data
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include access controls, secure storage, and policies for data handling and retention.
While we strive to protect your personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we are committed to continually reviewing and improving our security measures.
Your Data Protection Rights
Under data protection laws, you have certain rights in relation to your personal data. Subject to conditions and exemptions, these may include:
The right of access, which allows you to request confirmation of whether we process your data and to obtain a copy of your personal data and related information.
The right to rectification, which allows you to request correction of inaccurate or incomplete personal data we hold about you.
The right to erasure, sometimes known as the right to be forgotten, which allows you to request deletion of your personal data where there is no compelling reason for us to continue processing it.
The right to restriction of processing, which allows you to request that we limit the use of your personal data in certain circumstances.
The right to data portability, which allows you to receive certain personal data in a structured, commonly used, and machine-readable format and to request that we transmit it to another controller where technically feasible.
The right to object, which allows you to object to processing based on our legitimate interests and to object to direct marketing at any time.
Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details made available through our usual communication channels.
You also have the right to lodge a complaint with your local data protection authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can attempt to resolve any issue directly.
Applicability of This Policy
This Privacy Policy applies to all Bow Man and Van customers within our service area and to individuals who interact with us in relation to our services, whether as private customers, business customers, or representatives of a business customer.
By contacting us, requesting a quote, making a booking, or using our services, you acknowledge that you have read this Privacy Policy and understood how we process your personal data. Where required by law, we will seek your explicit consent for specific processing activities.
Changes to This Privacy Policy
We may update or amend this Privacy Policy from time to time to reflect changes in our practices, in the law, or in the services we provide. When we make significant changes, we will take appropriate steps to inform you, for example by updating the version on our website or providing a notice through other communication channels.
We encourage you to review this Privacy Policy periodically so that you remain informed about how Bow Man and Van protects your personal data.
