Privacy Policy - Man With A Van Barbican

This Privacy Policy explains how Man With A Van Barbican collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Barbican customers in area, including anyone who requests a quote, books a service, receives a delivery, arranges a move, or otherwise interacts with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018. We only collect the information we need to provide our services, manage our business, and meet legal obligations. Where possible, we aim to keep the information we hold accurate, limited, and secure.

1. Who We Are

Man With A Van Barbican is a local moving and transportation service provider. This policy applies to personal data processed by us when we provide removals, item transport, collection and delivery, loading and unloading, and related customer support. This policy does not apply to third-party websites, platforms, or services that may be linked from other sources.

2. Personal Data We Collect

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

Identity information such as your name, title, and, where relevant, company name.
Contact information such as phone number, email address, and service address.
Booking and service details such as requested dates, time slots, item lists, access requirements, and special handling instructions.
Payment-related information such as invoice details and transaction records. We do not intentionally store full card details unless required by our payment provider and permitted by law.
Communication records such as emails, messages, call notes, and complaints.
Operational data such as delivery notes, job completion records, and service preferences.
Website or device information if you contact us through a digital form or platform, including basic technical data such as IP address, browser type, or time of submission.

We generally do not seek to collect special category data. However, if you voluntarily provide information that reveals sensitive personal data, we will only process it where there is a lawful reason to do so and where it is necessary for the service requested.

3. How We Collect Your Data

We collect personal data in a number of ways, including:

when you request a quote or make a booking;
when you communicate with us by phone, email, or message;
when you provide details needed for a move or delivery;
when you make a payment or request an invoice;
when you give feedback, raise a query, or submit a complaint;
when third parties share information with us on your behalf, such as another household member, agent, landlord, business contact, or payment provider.

We may also receive data from service partners or processors who support our business operations, but only where such sharing is lawful and relevant to your service.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. We rely on the following lawful bases:

Contract

We process data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing quotes, scheduling work, carrying out removals, and managing payments.

Legal obligation

We may process and retain certain information where required to comply with laws and regulations, including tax, accounting, and record-keeping duties.

Legitimate interests

We may process data for our legitimate business interests, provided your rights do not override those interests. This may include improving our services, handling disputes, preventing fraud, maintaining business records, and managing customer communications. We always consider whether the processing is necessary and whether your privacy rights may be affected.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications or provide additional information that is not required to deliver the service. Where we rely on consent, you may withdraw it at any time.

5. Why We Use Your Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan and deliver moving or transport services;
to communicate about changes, delays, or service issues;
to process payments and issue invoices;
to maintain internal records and business accounts;
to respond to questions, complaints, and claims;
to meet legal, tax, and regulatory responsibilities;
to improve our operations and customer experience;
to protect our business, staff, and customers from misuse or fraud.

We use your data only where it is relevant and proportionate to the service provided. We do not sell personal data.

6. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share the minimum information needed and require appropriate safeguards.

Processors and service providers may include:

payment processors that handle secure payment transactions;
accounting and bookkeeping providers that support invoicing and financial records;
IT and cloud service providers that store or manage business data;
communication tools used for email, messaging, scheduling, or customer support;
professional advisers such as lawyers, insurers, or auditors where necessary;
regulators, law enforcement, or government bodies where disclosure is required by law.

Where a processor is used, they are only permitted to process data according to our instructions and must implement suitable security measures. If personal data is transferred outside the UK, we will ensure that appropriate legal safeguards are in place.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including meeting legal, accounting, and business requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

Booking and service records are usually retained for a period necessary to manage follow-up queries, disputes, or warranty-related matters.
Financial records are kept for the length of time required by tax and accounting laws.
Correspondence and complaint records may be retained longer if needed to resolve issues or defend legal claims.
Data collected with consent is kept until you withdraw consent or it is no longer needed for the stated purpose.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention procedures.

8. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis.

While no system can be guaranteed completely secure, we regularly review our practices to reduce risk. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will handle it in line with applicable legal requirements.

9. Your Rights

As a data subject under UK GDPR, you have rights in relation to your personal data. Depending on the circumstances, these may include:

the right of access to request a copy of the data we hold about you;
the right to rectification to correct inaccurate or incomplete data;
the right to erasure to ask us to delete data where there is no lawful reason to keep it;
the right to restrict processing to limit how we use your data in certain situations;
the right to data portability for data you have provided to us where processing is based on consent or contract and carried out by automated means;
the right to object to processing based on legitimate interests or direct marketing;
the right to withdraw consent where we rely on consent for processing;
the right not to be subject to automated decision-making where such decision-making has legal or similarly significant effects.

To exercise your rights, you may make a request in a reasonable manner. We may need to verify your identity before responding. We aim to respond within the timeframes required by law. In some cases, rights may be limited where legal exemptions apply.

10. Children’s Data

Our services are intended for adults and businesses arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary in the context of a household booking and supplied by an adult responsible for the arrangement.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service operations. 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 handle personal data.

12. Summary of Our Commitment

Man With A Van Barbican treats your privacy seriously. We collect only the data needed to provide our services, rely on lawful bases for processing, use trusted processors with safeguards, and retain information only for as long as necessary. We also respect your rights and will handle requests in line with GDPR principles.

This policy applies to all Man With A Van Barbican customers in area. By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.