Privacy Policy - Man And Van Barbican

This Privacy Policy explains how Man And Van Barbican collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Barbican customers in the area, including individuals and businesses who request, book, receive, or enquire about our moving, delivery, transport, or related services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Barbican provides local removal and transport services. In providing these services, we act as a data controller for the personal data we collect and use for our own business purposes. This means we decide why and how your personal data is processed. In some cases, we may also act as a data processor where we handle data on behalf of another organisation or customer under their instructions.

2. Personal Data We Collect

We only collect personal data that is necessary for the services we provide and for operating our business responsibly. Depending on your interaction with us, we may collect the following categories of data:

Identity information such as your name or business name.
Contact details such as your address, telephone number, and email address.
Service details including pickup and delivery locations, property access information, inventory, service preferences, and timing requirements.
Payment and transaction information such as invoice details, payment status, and records of services purchased.
Communication records including enquiries, quotations, complaints, feedback, and correspondence.
Usage and technical data if you interact with our digital systems, such as device information, logs, or basic analytics data.
Special category data only where strictly necessary and only in limited situations, for example if you voluntarily provide information relevant to access needs or health-related moving requirements.

We do not seek to collect unnecessary personal data. Please avoid sharing sensitive information unless it is directly relevant to your service request and you are comfortable doing so.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, manage, and complete removal or delivery services;
to communicate service updates, changes, or operational information;
to process payments, invoices, and refunds where applicable;
to maintain accurate business, tax, and accounting records;
to handle complaints, claims, and service issues;
to improve service quality, planning, and internal operations;
to detect and prevent fraud, misuse, or security incidents;
to comply with legal and regulatory obligations.

We will only use your personal data in ways that are compatible with the purposes for which it was collected, unless we have a lawful reason to use it for another purpose.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. The lawful bases we rely on are as follows:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging bookings, delivering services, and managing related administrative tasks.

Legal Obligation

We process certain data where required to meet our legal obligations, such as tax, accounting, record-keeping, insurance, and compliance requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving operations, protecting our business from fraud, and maintaining service records.

Consent

Where required, we may rely on your consent, for example if we process special category data that you voluntarily provide in relation to access arrangements or specific service requirements. You have the right to withdraw consent at any time, where consent is the basis for processing.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, for example in an emergency affecting health or safety.

5. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties who support our operations. Where these third parties process data on our behalf, they act as processors and are required to handle data securely and only under our instructions. Examples may include:

payment service providers;
accounting or bookkeeping providers;
IT and cloud storage providers;
communication and email service providers;
customer management or booking system providers;
professional advisers such as accountants or insurers;
regulators, law enforcement, or other authorities where required by law.

We require processors to take appropriate security measures and to process personal data only for the agreed purpose. We do not sell personal data. We do not share your data for unrelated marketing by third parties.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting obligations. Retention periods vary depending on the type of data and the reason for holding it.

Customer and booking records are generally kept for the period needed to manage the service relationship and any follow-up issues.
Financial and invoice records are typically retained for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a reasonable period to evidence communications and resolve disputes.
Technical logs are retained only as long as necessary for security, troubleshooting, and system administration.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to incidents.

8. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we ensure appropriate safeguards are in place to protect that data in line with applicable data protection law. Such safeguards may include approved contractual protections and assessments of the receiving country’s legal environment.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these may include:

The right to be informed about how your data is collected and used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in specific situations.
The right to data portability for data you provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights relating to automated decision-making, where such processing is used.

You may also have the right to withdraw consent where processing is based on consent. Exercising a right will not usually affect the lawfulness of processing carried out before your request was received.

10. How We Handle Requests

When you exercise your rights, we may need to verify your identity before responding. This is to protect your privacy and ensure that personal data is not disclosed to the wrong person. We aim to respond within the timeframes required by law. If a request is complex or involves a large amount of data, we may need additional time, but we will keep you informed.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided in the course of arranging services with an adult customer. If we become aware that we have collected data from a child unlawfully, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

Man And Van Barbican is committed to processing personal data lawfully, fairly, and transparently. We collect only the data needed to provide our services, we rely on appropriate lawful bases, we share data only with trusted processors where necessary, and we retain information only for as long as required. We also respect your data protection rights and aim to handle every customer’s information with care and accountability.