Privacy Policy

Man With a Van Barbican Privacy Policy

This Privacy Policy explains how Man With a Van Barbican collects, uses, stores, and protects personal data in connection with our services. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man With a Van Barbican customers and prospective customers in our service area, as well as visitors who contact us to enquire about our services.

Who We Are

Man With a Van Barbican is a local transport and moving service provider. For the purposes of applicable data protection laws, we act as the data controller in relation to the personal data we collect and process about our customers and prospective customers.

Scope Of This Privacy Policy

This Privacy Policy applies to all personal data that we process in connection with providing our man and van, moving, transport, and related services. It covers data collected when you contact us, request a quotation, make a booking, use our services, or otherwise interact with us in person, by phone, or through digital channels. By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Types Of Personal Data We Collect

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

Identification and contact details, such as your name, address, service address, and preferred contact details.

Booking and service details, such as origin and destination addresses, access information, service preferences, dates and times of moves, and details of items to be transported where relevant.

Communication records, such as notes from conversations, messages you send to us, and any feedback or complaints you submit.

Payment-related information, such as payment confirmations and billing records. We do not store full payment card details when payments are processed through third-party payment providers.

Technical and usage information, such as basic device and usage information where generated through your use of digital channels, to the extent necessary for security, administration, and service delivery.

How We Collect Personal Data

We collect personal data from you in the following ways:

When you contact us directly to request information, a quotation, or to make a booking.

When you provide information during the course of a service, such as clarifying addresses or access requirements.

When you communicate with us by phone, text message, online forms, or other channels.

When third-party platforms or partners, such as comparison or booking services, lawfully share your details with us for the purpose of providing our services to you.

Lawful Basis For Processing

We process personal data only when we have a valid lawful basis under data protection law. Depending on the context, our lawful bases may include:

Contract: We process your personal data when it is necessary for the performance of a contract with you, or in order to take steps at your request before entering into a contract. This includes providing quotations, managing bookings, delivering moving services, and handling payments.

Legal obligation: We may process personal data to comply with our legal and regulatory obligations, such as record-keeping and tax requirements.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This includes managing our business operations, ensuring service quality, maintaining security, and handling customer enquiries or complaints.

Consent: In limited cases, we may rely on your consent, for example, if we wish to send you certain types of marketing communications by channels where consent is required. Where we rely on consent, you may withdraw it at any time.

How We Use Personal Data

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

To provide quotations and respond to your enquiries about our services.

To create and manage bookings, schedule jobs, and deliver our moving and transport services.

To communicate with you regarding your booking, including confirmations, changes, and follow-up messages.

To process and manage payments, billing, and related financial administration.

To manage our relationship with you, including handling feedback, queries, and complaints.

To improve the planning and efficiency of our services, including route planning and resource allocation.

To maintain security, prevent misuse of our services, and protect our legal rights.

To comply with applicable laws, regulations, and requests from authorised public authorities.

Data Sharing And Processors

We do not sell your personal data. However, we may share it with selected third parties where necessary for the purposes described in this Privacy Policy. These third parties act either as data processors on our behalf or, in some cases, as independent data controllers.

Categories of third parties may include:

Service providers who support our operations, such as scheduling tools, customer management systems, and secure payment processors.

Professional advisers, such as accountants or legal advisers, where necessary for compliance and business management.

Technology and hosting providers that help us operate our digital and communication systems.

Public authorities, regulators, or law enforcement agencies, where we are required by law or where disclosure is necessary to protect our rights or the safety of others.

When we use data processors, we ensure there is an appropriate data processing agreement in place which requires them to handle personal data securely and only in accordance with our instructions and applicable data protection laws.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. The length of time we keep your data may vary depending on the type of data and our legal obligations.

In general, we may retain booking and service records, including related personal data, for a period that allows us to respond to any queries, disputes, or claims arising from the service. Financial and invoice-related records may be kept for longer periods where required by tax or financial regulations.

When personal data is no longer required for the relevant purposes and there is no legal requirement to retain it, we will securely delete or anonymise it.

International Data Transfers

Where we use third-party service providers that are located outside the United Kingdom or the European Economic Area, or that store data in such locations, we take steps to ensure that appropriate safeguards are in place to protect your personal data. This may include using standard contractual clauses approved by relevant authorities or ensuring that the receiving country has been deemed to provide an adequate level of data protection.

Data Security

We take the security of your personal data seriously and implement reasonable technical and organisational measures to protect it against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include controlled access to records, secure storage practices, and limiting access to personal data to personnel and service providers who need it for the purposes described in this policy.

While we strive to protect your personal data, no method of transmission or storage is entirely risk-free. You are encouraged to take reasonable care when sharing information and to notify us promptly if you suspect any misuse of your personal data in connection with our services.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. Your rights include:

The right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.

The right to rectification: You can ask us to correct or update inaccurate or incomplete personal data.

The right to erasure: In certain circumstances, you can request that we delete your personal data.

The right to restriction: You can ask us to restrict the processing of your personal data in specific situations, for example while a complaint is being investigated.

The right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format, and have it transmitted to another controller where technically feasible.

The right to object: You can object to our processing of your personal data where it is based on our legitimate interests, including any direct marketing activities.

The right to withdraw consent: Where we rely on your consent, you may withdraw this consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

You are also entitled to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.

Children

Our services are intended for adults and are not directed at children. We do not knowingly collect personal data from children. If you believe that we may have collected personal data about a child, please contact us so that we can delete the information where appropriate.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or services. When we make significant changes, we will take appropriate steps to bring them to your attention. The most current version of the Privacy Policy will always apply to our processing of your personal data.

Contact And Queries

If you have any questions about this Privacy Policy, about how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our website or through the communication channels you used to make your booking. We will respond to your enquiry as promptly as reasonably possible.