Privacy Policy - Man With Van Barbican

This Privacy Policy explains how Man With Van Barbican collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Barbican customers in the Barbican area, including anyone who requests a quotation, books a service, communicates with us, or otherwise uses our services.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We only process personal data where we have a valid lawful basis and we aim to keep all data accurate, secure, and used fairly.

1. Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information including collection and delivery addresses, moving dates, access details, item lists, and special handling requirements.
Payment and billing information such as payment status, invoice details, and transaction records. We do not store full card details where payment is handled by a secure third-party provider.
Communication records including emails, call notes, messages, complaint details, and other correspondence.
Technical data where relevant, such as device information or basic usage data if you interact with digital booking or enquiry systems.
Proof of identity or authorisation where needed for security, fraud prevention, or access to certain service arrangements.

We generally collect this data directly from you when you enquire about, arrange, or receive a service. In some cases, we may receive data from third parties acting on your behalf, such as landlords, estate agents, building managers, or payment processors, where that is necessary for the service.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and confirm bookings.
To plan, deliver, and manage moving services.
To communicate with you before, during, and after a booking.
To process payments, handle invoices, and manage accounts.
To respond to questions, complaints, and support requests.
To maintain internal records and service history.
To improve service quality, operations, and customer experience.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unsafe activity.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible related purpose or where law permits otherwise.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. For example, we need your contact and service details to provide a quote, complete a move, or manage your booking.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer relationships, keeping accurate records, improving our services, preventing fraud, and protecting our operations.

Legal Obligation

We may process data when required to comply with legal duties, such as tax, accounting, insurance, health and safety, or record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example where it is specifically required for certain optional communications or non-essential uses of data. Where we rely on consent, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary and lawful. These third parties act as processors or independent controllers depending on the service provided.

Payment processors that securely process card or online payments.
Accounting and invoicing providers that help manage financial records and compliance.
IT and cloud service providers that host data, email systems, booking records, or administrative tools.
Professional advisers such as insurers, accountants, auditors, and legal advisers.
Subcontracted service providers where support is needed to complete a booking or related service.
Public authorities where disclosure is required by law or to protect rights, property, or safety.

Where a third party acts as a processor, we require them to handle data only on our instructions, keep it secure, and use appropriate safeguards. We do not sell personal data.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements.

The retention period depends on the type of information and the reason it is held. For example:

Booking and transaction records may be retained for several years to meet accounting and tax obligations.
Customer communication records may be kept for a period needed to deal with service issues, disputes, or repeat bookings.
Complaint or claim-related records may be retained longer where needed for legal defence or insurance purposes.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited access on a need-to-know basis, and the use of trusted service providers.

While we take reasonable steps to safeguard your data, no system can be guaranteed completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable legal requirements.

7. Your Rights

Under UK data protection law, you have several rights regarding your personal data. These may include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete data.
Right to erasure - to request deletion of data in certain circumstances.
Right to restrict processing - to ask us to limit the use of your data in certain situations.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

Some rights may not apply in all situations, and we may need to retain certain information where required by law or for legitimate business purposes. We will respond to requests in accordance with applicable legal timeframes.

8. Marketing Communications

If we ever use your data to send optional service-related updates or promotional communications, we will do so in a lawful way and provide an opportunity to opt out. You can object to marketing at any time. We will not send unnecessary communications where you have asked us not to.

9. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place to protect your personal data in line with legal requirements. These safeguards may include approved contractual protections and other lawful transfer mechanisms.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and is provided by an adult with authority to do so.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

12. How We Apply This Policy

This Privacy Policy applies to all personal data processed by Man With Van Barbican in connection with its moving and transport services in the Barbican area. By using our services, making an enquiry, or providing personal data, you acknowledge that your information will be handled in accordance with this policy and applicable law.

We are committed to treating your personal data with care, transparency, and respect.