Man with Van Canary Wharf Privacy Policy

This Privacy Policy explains how Man with Van Canary Wharf collects, uses, stores, and protects personal data. It applies to all customers and prospective customers using Man with Van Canary Wharf services in the Canary Wharf area and surrounding locations, as well as to visitors who make enquiries about our services.

We are committed to complying with the UK General Data Protection Regulation GDPR and related data protection laws. We only collect and process personal data where we have a clear and lawful basis and where it is necessary for the provision of our services or to meet our legal obligations.

Data Controller

For the purposes of data protection law, Man with Van Canary Wharf is the data controller in respect of the personal data we collect and process in connection with our services. This means we decide how and why your personal data is used and are responsible for ensuring it is handled in accordance with applicable law.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The types of personal data we may collect include the following.

Identification and contact details such as your full name, address, service addresses for collection and delivery, and any alternative contact person details you provide.

Communication details such as your preferred contact methods and the content of any enquiries, messages, or feedback you send to us by phone, online forms, or other communication channels.

Service and booking information such as details about your move or transport requirements, dates and times of bookings, property access information where relevant, inventory notes for items to be moved, and any special instructions you provide.

Payment and transaction information such as information associated with your payments and invoices. We do not store full card details when card payments are processed through secure third party payment providers.

Technical and usage information such as information about how you access our online services, including basic device and browser data and general usage patterns. This is collected so we can maintain and improve our website and services.

Any other information you choose to provide to us in connection with a request for services or during the delivery of our services.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under GDPR. The main lawful bases we rely on are the following.

Performance of a contract. We need to process your personal data to provide our man and van and related services to you, including making bookings, confirming details, carrying out the move, managing payment, and responding to your service queries.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This can include managing and improving our services, keeping appropriate business records, handling customer queries and complaints, and protecting our business from fraud or misuse.

Legal obligations. In some cases we are required by law to process and retain certain personal data. This includes complying with tax and accounting requirements, as well as responding to lawful requests from public authorities where applicable.

Consent. Where we rely on consent, for example for certain types of marketing communication that are not otherwise permitted, we will request your clear and specific permission. You may withdraw your consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes.

To provide and manage our services, including handling enquiries, issuing quotes, confirming bookings, planning and carrying out moves, and managing any follow up services.

To communicate with you about your booking, to clarify details, confirm arrangements, send reminders where appropriate, and respond to your questions or concerns.

To manage payments, issue invoices, process refunds when necessary, and keep appropriate financial records in accordance with legal and regulatory requirements.

To improve our services and operations, including reviewing feedback, analysing service usage patterns in an aggregated way, and developing new features or service offerings.

To maintain security and protect against fraud, misuse, or unlawful activity associated with our services.

To comply with legal or regulatory requirements, or to establish, exercise, or defend legal claims where necessary.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. The length of time we keep your information will depend on a number of factors including the type of data, the nature of your relationship with us, and our legal and regulatory obligations.

Customer and booking records, including contact details and service information, are generally retained for a period that allows us to respond to queries, address any complaints or disputes, and meet our tax and accounting obligations. After this period, data is securely deleted or anonymised so that it no longer identifies you.

Where we rely on consent for processing, such as certain forms of marketing communication, we will stop processing that data for the relevant purpose if you withdraw your consent. We may, however, need to keep a record of your preference in order to ensure we respect your choice.

Data Processors and Third Parties

We may share your personal data with carefully selected third party service providers acting as data processors, who help us deliver our services and operate our business. These may include providers of payment processing, secure data storage and hosting, customer relationship management tools, and administrative and accounting support services.

These processors act on our instructions and are contractually required to use appropriate technical and organisational measures to protect your personal data and to process it only for the purposes we specify. They are not permitted to use your personal data for their own purposes.

In certain circumstances we may also share limited personal data with other third parties where this is necessary, such as professional advisers, insurers, or public authorities, when required by law or where it is necessary to establish, exercise, or defend legal claims.

We do not sell your personal data to third parties.

International Data Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, we will ensure that appropriate safeguards are in place to protect your personal data in line with data protection laws. This may include using standard contractual clauses or relying on an adequacy decision where applicable.

Data Security

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your information against unauthorised access, accidental loss, disclosure, or destruction. These measures are designed to provide a level of security appropriate to the risks associated with the processing of your personal data.

While we take reasonable steps to protect your data, no system can be completely secure. You are also responsible for taking sensible precautions to protect your information when communicating with us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These apply to all Man with Van Canary Wharf customers in the Canary Wharf area and surrounding locations, subject to certain legal limitations and exemptions.

Right of access. You have the right to request confirmation as to whether we hold personal data about you and to request a copy of that data, along with information about how we process it.

Right to rectification. You have the right to request that any inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure. In certain circumstances, you may request that we delete your personal data. This right is not absolute and may be limited, for example, where we are required to retain the data by law.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in specific situations, such as where you contest the accuracy of the data or object to our processing.

Right to object. You may object to certain types of processing, including processing based on our legitimate interests or for direct marketing. Where you object to direct marketing, we will stop processing your personal data for that purpose.

Right to data portability. Where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine readable format and to request that it is transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you are concerned about how your personal data is being handled. In the United Kingdom this is generally the Information Commissioners Office. We encourage you to contact us first so that we can try to resolve your concerns.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any changes will take effect when the updated policy is made available. We recommend that you review this policy periodically so that you remain informed about how we handle your personal data.