Privacy Policy

Man with Van Barbican Privacy Policy

This Privacy Policy explains how Man with Van Barbican collects, uses, shares and protects personal data relating to our customers and prospective customers in the Barbican area. It is intended to comply with the General Data Protection Regulation and all applicable UK data protection laws. By using our services, requesting a quotation or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Barbican customers and prospective customers in our service area, as well as any individual who contacts us to inquire about our services. It also applies to personal data processed in connection with our website, bookings, quotes, invoices, customer service and any other communication channels we use to provide our services.

Personal Data We Collect

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

Identification and contact details: name, title, billing address, collection and delivery addresses, and other location information required for the service. Contact preferences related to bookings or updates. Service information: details of the service you request, inventory or item descriptions you provide, property access information that you choose to share, booking dates and time slots, and notes relevant to completing the move or transport safely. Communication records: records of communications between you and us, including enquiries, complaints, feedback, and accompanying information you choose to provide. Transaction and billing data: information required to issue estimates, quotes, invoices, payment confirmations and records of transactions, excluding full payment card details which are handled by external payment providers where applicable. Technical usage data: limited technical information such as time and date of your interactions with our website or online forms and basic analytics to understand how our services are used, where such data is collected in compliance with applicable cookies and tracking rules.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, speak with us by phone, provide details by message or complete any forms on our website. We may also receive data indirectly from third parties when you have given them permission to share information with us, for example, property managers, agents or comparison and booking platforms that you use to find removal or transport services.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under data protection law. The main lawful bases we rely on are: Contract: to take steps at your request before entering into a contract and to perform our contract with you, including providing quotations, confirming bookings, carrying out the move or transport and handling payments. Legal obligation: to comply with legal and regulatory requirements, such as tax, accounting and record-keeping obligations. Legitimate interests: to pursue our legitimate business interests, such as managing and improving our services, preventing fraud or misuse, responding to enquiries and maintaining appropriate business records, provided that these interests are not overridden by your rights and freedoms. Consent: where required by law, for example for certain types of marketing or analytics. Where processing is based on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes: to provide and manage our man with van and related services, including planning and completing collections and deliveries. To generate and send quotations, estimates, confirmations, invoices and receipts. To communicate with you about your enquiry or booking, including updates, changes or issues relating to the service. To manage payments, refunds and debt collection where necessary. To respond to questions, feedback and complaints and to provide customer support. To manage and improve our operations, including training, quality control and service planning. To comply with applicable laws, regulatory requirements and requests from authorities where we are legally obliged to do so. To send you service-related information or, where permitted, marketing communications about similar services. You may opt out of marketing communications at any time.

Data Sharing and Processors

We do not sell your personal data. However, we may need to share it with carefully selected third parties who act as processors or independent controllers, depending on their role.

Service delivery partners: Drivers, crew members and operational partners who require address, contact and job details to complete your booking. IT and system providers: Companies that provide hosting, business software, scheduling tools, document management and communication systems used to run our business. Payment and billing providers: Secure payment processors and financial service providers that handle payments or assist in billing and accounting. Professional advisers and authorities: Accountants, legal advisors and regulatory or law enforcement bodies where we are legally required or have a strong legitimate interest to share specific data.

When we use data processors, they are contractually required to process your personal data only on our instructions, to keep it secure and to comply with data protection laws.

International Transfers

Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include using countries that have been recognised as providing an adequate level of protection or entering into data transfer agreements that contain standard contractual clauses approved by the relevant authorities.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting or reporting requirements. In practice, this means: information related to quotations and bookings is generally retained for a number of years after the end of your contract, to handle queries, disputes, complaints and legal obligations. Financial records and invoices are kept for the period required by tax and accounting laws. Communication records are retained for a reasonable period consistent with our legitimate interests in managing our business and maintaining a history of customer interactions.

Once retention periods expire, personal data is securely deleted or anonymised so it can no longer be linked to you.

Data Security

We implement technical and organisational measures designed to protect your personal data from unauthorised access, disclosure, alteration or loss. These measures include access controls, appropriate physical security for any paper records and the use of secure systems and protocols for digital data. While we take reasonable steps to safeguard your information, no system can guarantee absolute security and you should take care when sharing personal information.

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, you may have the right to: access your personal data and receive a copy of the information we hold about you. Request correction of inaccurate or incomplete personal data. Request erasure of your personal data where there is no compelling reason for us to continue processing it. Object to processing that is based on our legitimate interests, including certain forms of profiling, and to object to direct marketing. Request restriction of processing in specific circumstances, for example while we verify the accuracy of your data. Request the transfer of your personal data to you or to another service provider in a structured, commonly used, machine readable format where the processing is based on consent or contract and carried out by automated means. Where processing is based on consent, withdraw that consent at any time, without affecting the lawfulness of processing prior to withdrawal.

If you wish to exercise any of your rights, you can contact us using the contact methods published on our website or through the usual communication channels you use with us. We may need to verify your identity before we can respond to your request.

Complaints

If you are concerned about how we handle your personal data, you can contact us so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom or the country where you live or work, if you believe your data protection rights have been infringed.

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 offer. When we make significant changes, we will take appropriate steps to inform you, which may include updating the date of the policy on our website and, where appropriate, providing a more prominent notice. We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use and protect personal data.

Contacting Man with Van Barbican

If you have any questions about this Privacy Policy or how we process your personal data, please contact us using the contact details made available on our website or via the communication channels you ordinarily use when arranging services with Man with Van Barbican.