Privacy Policy - Man With Van Canary Wharf

This Privacy Policy explains how Man With Van Canary Wharf collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Canary Wharf customers in the area, including individuals who request quotations, make bookings, receive moving services, or otherwise interact with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Canary Wharf provides removal and transport services for homes, flats, offices, and other premises in and around Canary Wharf. In delivering our services, we act as a data controller for the personal information we collect and determine the purposes and means of its processing.

2. Personal Data We Collect

We may collect the following categories of personal data depending on your interaction with us:

Identity information: name, title, and any business or company name provided.
Contact information: telephone number, email address, billing address, collection address, and delivery address.
Service information: details about your move, including property type, access conditions, items to be transported, dates, times, and special handling requirements.
Payment information: payment status, transaction references, and limited billing records. We do not intentionally store full card details unless required by a secure payment processor.
Communication records: enquiries, booking notes, complaints, feedback, and correspondence.
Technical information: basic device or browser information if collected through digital systems used for enquiries or booking management.
Operational information: records relating to work performed, quotes issued, invoices, schedules, and service confirmations.

We do not seek to collect special category data unless you voluntarily provide it and it is necessary for a specific service requirement. If such information is ever shared with us, we will only process it where permitted by law and where appropriate safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, manage, and complete moving services;
to communicate about bookings, timing, access, and service changes;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, and service-related disputes;
to improve our operations, service quality, and customer experience;
to meet legal, tax, accounting, and regulatory obligations;
to protect our business, staff, and customers from fraud or misuse.

We only process personal data where it is necessary and relevant for these purposes. We do not use personal information for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract

We process data where it is necessary to take steps at your request before entering into a contract or to perform our contract with you. This includes providing quotes, managing bookings, carrying out removals, and issuing invoices.

Legal Obligation

We may retain and process data where required to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data for our legitimate business interests where these are not overridden by your rights and freedoms. This includes service administration, customer support, business improvement, fraud prevention, and keeping accurate operational records.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information or agree to certain communications. Where consent is used, you may withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties are only given access where necessary and are required to handle data securely and lawfully.

Payment processors: to process card or electronic payments securely.
Accounting and bookkeeping providers: to maintain financial records and comply with tax obligations.
IT and cloud service providers: to support data storage, communication systems, and operational tools.
Vehicle, logistics, or scheduling systems: to coordinate service delivery and route planning.
Professional advisers: such as legal, insurance, or audit advisers where necessary.
Public authorities: where disclosure is required by law or to respond to lawful requests.

All processors are expected to use appropriate technical and organisational measures to protect personal data and to process it only on our instructions. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods vary according to the type of data and the reason for processing.

Quotation and enquiry records: retained for a reasonable period to manage follow-up and customer service.
Booking and service records: retained for the duration of the contract and for a further period where needed for disputes or administration.
Invoice and payment records: retained in line with tax and accounting obligations.
Complaint or claim records: retained as long as necessary to resolve the matter and for legal defence purposes.

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We implement appropriate security measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access restrictions, secure storage, staff confidentiality obligations, and secure disposal procedures. While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and maintain data integrity.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it. This may include the use of adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to conditions and exceptions, but we will always consider requests carefully and respond appropriately.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can request deletion of personal data in certain circumstances.
Right to restriction: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request transfer of certain data to you or another controller.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe your data rights have been infringed. We encourage you to raise concerns promptly so they can be addressed as quickly as possible.

10. Data Accuracy and Your Responsibilities

We rely on the information you provide to deliver services accurately. Please ensure that the details you share are complete and up to date. If your address, contact details, access instructions, or other service-related information changes, you should notify us so we can update our records.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided incidentally in the course of a household move and is necessary for service delivery. Where this occurs, we only process the information to the extent needed and in a way that is consistent with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how their personal data is handled.

13. Summary of Our Commitment

Man With Van Canary Wharf respects your privacy and is committed to protecting personal data. We collect only what is necessary, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. All Man With Van Canary Wharf customers in the area are covered by this policy. By using our services, you can expect your information to be handled with care, transparency, and accountability.