Man with Van Canary Wharf Privacy Policy

This Privacy Policy explains how Man with Van Canary Wharf collects, uses, stores and protects personal data relating to customers and prospective customers within the Canary Wharf area and surrounding locations. It is intended to be compliant with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Canary Wharf customers, as well as individuals who make enquiries about our services, within the Canary Wharf area and any areas we serve from that base. It covers personal data collected through telephone contact, online enquiries, written correspondence, and any other communication channels we use to provide and manage our man and van services.

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 about you. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection legislation.

What Data We Collect

We only collect personal data that is relevant to arranging, delivering and managing our services, handling enquiries and operating our business. The types of personal data we may collect include: your full name, billing and collection addresses, delivery addresses and any relevant access details, booking dates and times, details of the items to be moved, and any special instructions needed to provide the service. We may also process payment-related information such as transaction amounts, payment dates and partial payment references, although we do not store full card details if payments are processed through external payment providers. In the context of communications with you, we may keep records of your messages, notes from calls, and information about your service preferences, feedback and complaints. We may also record basic technical information relating to your use of our online enquiry forms, such as the date and time of submission, and information needed to maintain the security and integrity of our systems.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote or booking, when you confirm or amend a booking, and when you communicate with us regarding our services. This may occur through telephone, online forms, messaging tools, or in person. We may also receive personal data about you indirectly if another person books a service on your behalf, for example when a landlord or business books a move that involves your property. In such cases, we take reasonable steps to ensure that you are informed about this Privacy Policy.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so. The main lawful bases we rely on are contract, legal obligation, legitimate interests and consent. Contract applies where processing is necessary to enter into or perform a contract with you, such as providing quotes, confirming bookings, delivering our man and van services, issuing invoices and handling payments. Legal obligation applies where we must process personal data to comply with laws and regulations, for example to maintain accounting and tax records or respond to lawful requests from regulatory authorities. Legitimate interests apply where we process data to operate, improve and protect our business and services, provided that these interests are not overridden by your data protection rights. This includes managing our schedule and logistics, preventing fraud, responding to enquiries and complaints, and keeping appropriate business records. Consent applies where we rely on your permission, for example for certain types of optional marketing or for using your feedback as a testimonial. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data primarily to provide and manage our man and van services in the Canary Wharf area and beyond. This includes handling enquiries and quote requests, planning and confirming bookings, carrying out collections and deliveries, managing changes or cancellations, and communicating with you about your service. We also use your data to manage payments and invoices, for example issuing receipts, resolving payment issues and keeping financial records. Additionally, we may use your information to improve and personalise our services, including by analysing common routes, peak periods and customer preferences in a way that does not unnecessarily identify individuals. Where you have given your consent or where we are otherwise permitted by law, we may send you information about related services that may be of interest to you, and you can opt out of such communications at any time.

Data Sharing and Processors

We do not sell your personal data. However, we may share your data with third parties where necessary and lawful. These third parties act either as data processors on our behalf or as independent data controllers. Data processors are service providers who process personal data for us according to our instructions and subject to data protection obligations. They may include providers of scheduling or booking tools, payment processing services, cloud storage and backup services, and providers who support our information technology systems, customer service functions or accounting processes. In some cases, we may need to share limited personal data with independent professionals or subcontractors who assist us with delivering the service, such as additional drivers or removal teams, but only to the extent necessary for them to perform their tasks. Where we share personal data with independent controllers, such as accountants or legal advisers, they will be responsible for their own compliance with data protection law.

International Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we take steps to ensure that your data is adequately protected. This may include using standard contractual clauses approved for international transfers or ensuring that the destination country has an adequate level of data protection as recognised by relevant authorities.

Data Retention

We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy or as required by law. In most cases, we retain booking, invoicing and related communication records for a period consistent with applicable limitation periods and accounting regulations, after which they are securely deleted or anonymised. Quotations that do not lead to a booking may be retained for a shorter period in order to manage follow-up enquiries and maintain business records. When determining retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data, and legal and regulatory requirements.

Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction. These measures include restricting access to personal data to those personnel and service providers who need it to perform their duties, using secure storage and backup solutions, applying reasonable safeguards to our devices and systems, and regularly reviewing our practices to maintain an appropriate level of security relative to the risks.

Your Data Protection Rights

Under data protection laws, you have certain rights regarding your personal data. You have the right to access your personal data and receive information about how it is processed. You have the right to request correction of inaccurate or incomplete data concerning you. You have the right to request erasure of your personal data in certain circumstances, for example where the data is no longer necessary for the purposes for which it was collected and there is no legal requirement for us to retain it. You have the right to request restriction of processing in specific situations, such as where you contest the accuracy of the data or object to our legitimate interests. You have the right to object to processing based on our legitimate interests, including certain forms of direct marketing, and we will stop processing unless we have compelling legitimate grounds to continue. You have the right to data portability in some cases, which allows you to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller where technically feasible. Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we process your personal data, you can contact us using the usual communication channels that you use to arrange our services. We will respond to your request in accordance with applicable data protection laws and may need to verify your identity before acting on your request to protect your data. If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the relevant supervisory authority in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our internal processes or applicable law. When we make significant changes, we will take reasonable steps to bring them to your attention. The most current version of this Privacy Policy will always apply to our processing of personal data relating to Man with Van Canary Wharf customers and prospective customers in the Canary Wharf area.