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 in connection with the services we provide. It applies to all Man With Van Canary Wharf customers in the area, including individuals who enquire about our services, request quotations, make bookings, receive removals or transport services, or otherwise interact with us.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we process, why we process it, the legal basis we rely on, how long we keep it, the types of organisations that may process it on our behalf, and the rights available to you.

1. Data We Collect

We may collect personal data directly from you, from your interactions with our team, or from trusted third parties where appropriate and lawful. The categories of information we may process include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Booking information such as requested service dates, property access details, moving inventories, and service preferences.
Payment and billing information such as invoice details, payment status, and transaction references.
Service records such as notes about your move, instructions, estimates, and communications with our team.
Technical data such as limited device or usage information when you interact with our digital systems, where applicable.
Complaint and correspondence data such as feedback, dispute details, and records of requests or concerns.

We generally do not seek to collect special category data unless it is necessary and you choose to provide it, or it is required in exceptional circumstances for service delivery or legal compliance. If such data is received, it will be handled with appropriate care and only where a valid lawful basis applies.

2. How We Use Your Personal Data

We use personal data only for specified, explicit, and legitimate purposes. These purposes may include:

providing quotations and managing bookings;
planning and delivering removal, moving, and transport services;
communicating with you about schedules, requirements, and updates;
processing payments, invoices, refunds, and accounting records;
handling customer support, complaints, and service queries;
maintaining accurate internal records and business administration;
meeting legal, regulatory, tax, and insurance obligations;
protecting our business, staff, customers, and property from fraud, abuse, or security risks.

We will not use your personal information for unrelated purposes unless we have informed you in advance and, where required, obtained your consent or identified another lawful basis to do so.

3. Lawful Basis for Processing

We rely on one or more lawful bases under the UK GDPR depending on the purpose of the processing. These include:

Contract

We process data where it is necessary to enter into a contract with you or to perform our obligations under that contract. This includes providing quotations, confirming bookings, arranging services, and fulfilling moving-related instructions.

Legal Obligation

We may process personal data where needed to comply with legal and regulatory requirements. This includes accounting, tax, insurance, record-keeping, and responding to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include service administration, business improvement, internal reporting, fraud prevention, and the secure management of records. Where we rely on legitimate interests, we consider the impact on individuals and apply safeguards where appropriate.

Consent

In limited situations, we may rely on your consent, for example where this is the most appropriate basis for a specific optional activity. If consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before the withdrawal.

4. Sharing and Processors

We may share personal data with carefully selected third parties that act as processors or independent controllers, only where necessary and appropriate. These organisations may include:

Payment service providers that process transactions and payments securely.
Accounting and bookkeeping providers that assist with financial records and reporting.
IT and cloud service providers that host systems, store data, or support communications.
Scheduling, quoting, and customer management platforms used to administer services.
Professional advisers such as insurers, legal advisers, and auditors where needed.
Public authorities where disclosure is required by law or is necessary for legal claims.

Where third parties act as processors, they process data only on our documented instructions and are required to apply suitable technical and organisational security measures. We seek to ensure that all processors meet appropriate data protection standards. If personal data is transferred outside the UK, we will ensure that adequate safeguards are in place in line with applicable law.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods may vary depending on the nature of the data and the reason for processing.

Quotation and enquiry data may be retained for a reasonable period to manage follow-up communications and business records.
Customer booking and service records may be retained for the duration of the service relationship and for a further period where necessary for record-keeping, complaints, or legal defence.
Financial and invoice records are generally retained for the periods required by tax and accounting laws.
Complaint and correspondence records may be retained until the matter is resolved and for an additional period if required for evidence or compliance purposes.

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

6. Data Security

We take the security of personal data seriously and implement reasonable technical and organisational measures to protect it against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and confidentiality requirements. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to any suspected data incident.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to legal conditions or exemptions, but we will always consider requests carefully and respond within the required timeframes.

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 information.
Right to erasure – in certain cases, you may ask us to delete your personal data.
Right to restriction – you may request that we limit how we use your data in certain situations.
Right to data portability – where applicable, you may receive your data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK data protection supervisory authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any issue promptly and transparently.

8. Children’s Data

Our services are primarily intended for adults and business or household customers arranging moving services. We do not intentionally collect personal data from children unless it is necessary in the context of a booking, household arrangement, or legal obligation. Where children’s data is involved, it will be processed only where lawful and with appropriate safeguards.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or business practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically so that you remain informed about how your data is handled.

10. Summary of Our Commitments

Man With Van Canary Wharf is committed to respecting your privacy and processing personal data responsibly. We collect only the information needed to provide and manage our services, rely on clear lawful bases, retain data only as long as necessary, share data only with appropriate processors or organisations where required, and support your rights under data protection law. This policy applies to all Man With Van Canary Wharf customers in the area and is designed to ensure that your personal information is handled with care, transparency, and accountability.