Privacy Policy - Man And Van Blackfriars

This Privacy Policy explains how Man And Van Blackfriars collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man And Van Blackfriars customers in area, including individuals, households, landlords, tenants, businesses, and anyone who requests or receives a service within our operating area. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers, prospective customers, and service recipients who use or enquire about our services in the Blackfriars area and surrounding locations we serve. It also applies to individuals whose personal data is provided to us in connection with a booking, such as a household member, building manager, landlord, tenant, business contact, payment contact, or nominated representative.

2. Data we collect

We collect only the information necessary to provide and manage our services effectively. The types of personal data we may collect include:

Identity details such as name and title.
Contact details such as phone number, email address, and service address.
Booking details including move date, collection and delivery locations, item descriptions, access notes, and special instructions.
Payment information such as billing details and transaction records. We do not store full card details where payment processing is handled securely by a payment provider.
Communication records including emails, messages, call notes, complaint records, and service updates.
Service and operational information such as inventory details, property access information, parking arrangements, and delivery instructions.
Technical data where applicable, such as basic website usage data, device information, or IP address collected through analytics tools.

We may also process limited special category data only where it is necessary and legally permitted, for example if a customer voluntarily provides accessibility information relevant to the safe completion of a move. We do not seek sensitive information unless it is essential for the service or required by law.

3. How we use personal data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and manage moving or delivery services.
To communicate with customers before, during, and after a service.
To plan routes, allocate staff, and organise vehicles and equipment.
To issue invoices, process payments, and maintain accounting records.
To handle complaints, claims, and service enquiries.
To meet legal, regulatory, tax, and insurance obligations.
To maintain business records and demonstrate service performance.
To improve our services, internal processes, and customer experience.

We will only use personal data for the purpose for which it was collected or for a compatible purpose that is reasonably expected. We will not use customer data for unrelated purposes without a lawful basis.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for each processing activity. We rely on the following legal grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging services, confirming bookings, carrying out a move, and managing payment.

Legal obligation

We may process data where needed to comply with legal obligations, such as tax requirements, accounting rules, regulatory duties, and recordkeeping obligations.

Legitimate interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining service records, preventing fraud, improving operations, responding to disputes, and protecting our business assets. Where appropriate, we conduct balancing assessments to ensure these interests are justified.

Consent

In limited cases, we rely on consent, such as where it is required for certain marketing communications or optional services. Where consent is used, it can be withdrawn at any time.

Vital interests

In exceptional situations, we may process data to protect someone’s vital interests, for example where emergency information is needed to support safe service delivery.

5. Data sharing and processors

We may share personal data only when necessary and with appropriate safeguards. This may include sharing data with processors, who process data on our behalf under written contracts. Typical processors may include:

Payment service providers.
Booking, scheduling, and customer management software providers.
IT hosting, cloud storage, and email service providers.
Accounting and invoicing providers.
Professional advisers such as insurers, auditors, or legal advisers where needed.
Subcontracted service providers or staff engaged to assist with a move or delivery.

We may also disclose data to public authorities, law enforcement, courts, or regulators where required by law or where disclosure is necessary to establish, exercise, or defend legal claims.

We do not sell personal data. Any third party processing personal data on our behalf is required to keep it secure, use it only for the agreed purpose, and comply with data protection law. Where data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as approved contractual protections or adequacy arrangements.

6. Data retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for service management, legal compliance, accounting, and dispute resolution. Retention periods vary depending on the type of information and our legal obligations.

Quotation and booking records may be kept for a reasonable period to manage customer relationships and service history.
Invoice, payment, and tax records are generally retained for the period required by law.
Complaint, claim, and correspondence records may be retained until the matter is resolved and for a further period if needed for legal defence.
Technical logs and operational records are retained only as long as necessary for security, troubleshooting, or analytics.

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

7. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited data access based on need-to-know principles. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

8. Your rights

You have a number of rights under data protection law, subject to certain conditions and exemptions. These include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of personal data in some circumstances.
Right to restriction – to request limited processing in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

You also have the right to make a complaint to the UK Information Commissioner’s Office if you believe your data rights have been infringed. We encourage customers to raise concerns directly so that we can try to resolve them promptly and fairly.

9. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is provided by an adult in connection with a booking or service arrangement. If we become aware that data has been collected inappropriately, we will take reasonable steps to delete it.

10. Marketing communications

We may send limited service-related communications that are necessary for bookings, quotations, updates, or administration. Where any optional marketing is used, it will be sent only where permitted by law. You can opt out of marketing messages at any time. Service messages that are necessary for a booking or active service may still be sent even if marketing is declined.

11. Changes to this policy

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

12. Contact and further information

If you have questions about this Privacy Policy, your personal data, or how we handle information, you may request further details about our data practices. We will respond in accordance with applicable data protection law and aim to provide clear, helpful information.

Important: This policy is intended to be clear and practical, while remaining consistent with UK GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.

By using our services, requesting a quotation, or providing your information for a booking, you acknowledge that you have read and understood this Privacy Policy.