Privacy Policy - Man With Van Canarywharf

This Privacy Policy explains how Man With Van Canarywharf collects, uses, stores, shares, and protects personal data when providing moving, delivery, packing, storage support, and related services. It applies to all Man With Van Canarywharf customers in the area, including people who request a quote, make a booking, communicate with us, or receive services from us. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

For the purposes of data protection law, Man With Van Canarywharf acts as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how personal data is processed. In some situations, we may also act as a data processor if we handle data strictly on behalf of another organisation under its instructions.

2. Personal Data We Collect

We only collect data that is necessary for providing our services, managing our business, and meeting our legal obligations. The categories of personal data we may collect include:

Identity information such as name, title, and any relevant business or organisation details.
Contact information such as address, email address, and telephone number.
Booking and service information such as move dates, collection and delivery addresses, property access details, item lists, and service preferences.
Payment-related information such as billing details, transaction records, and payment confirmations.
Communication records such as enquiries, emails, call notes, complaints, feedback, and correspondence relating to your booking or service.
Operational information such as risk notes, parking or access instructions, and information needed to complete a move safely and efficiently.
Technical data where relevant, such as basic device, browser, or usage information collected through our digital systems for security and performance purposes.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific purpose, such as adjusting a service to support accessibility or safety requirements. If special category data is processed, we will do so only where a lawful basis applies and 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 schedule, manage, and deliver moving or transport services.
To communicate about bookings, changes, cancellations, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, disputes, and customer support matters.
To improve our services, planning, safety procedures, and customer experience.
To meet legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, unauthorised access, or other unlawful activity.

We will always process personal data in a way that is fair, lawful, and transparent. We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we inform you and have a valid legal basis to do so.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the context, we may rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations at your request, arranging a booking, carrying out the move, and managing payments and service communications.

Legal Obligation

We may process personal data where necessary to comply with legal duties, including accounting, tax, record-keeping, insurance, and health and safety requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving our operations, preventing fraud, safeguarding property, managing customer service, and maintaining accurate business records.

Consent

Where required, we will rely on your consent, for example for certain optional communications or for processing specific information you choose to provide. You may withdraw consent at any time, where consent is the lawful basis for processing.

Vital Interests

In rare situations, we may process personal data to protect someone???s vital interests, such as in an emergency involving health or safety.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties may act as processors or independent controllers, depending on the relationship and purpose of the processing.

Examples of processors and service providers may include:

Payment providers who handle card or electronic payments.
Accounting and bookkeeping providers who help with invoicing and financial administration.
IT and cloud service providers who host, maintain, or secure our records and systems.
Communication service providers who support email, telephone, or messaging functions.
Professional advisers such as insurers, legal advisers, or auditors where necessary.
Subcontractors or operational partners involved in completing a move or related service.

We only share personal data with processors under appropriate written contracts that require them to act only on our instructions, keep data secure, and comply with data protection law. We do not sell personal data.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our rights, our customers, or the public. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal or operational requirements. Retention periods depend on the type of data and the reason for processing. In general:

Quotation and enquiry records are kept for a reasonable period to manage follow-up and business records.
Booking, service, and invoicing records are kept for the duration of the customer relationship and for the period required by tax and accounting law.
Communication and complaint records may be kept longer if needed to resolve disputes or demonstrate how we handled a matter.
Technical or security records are retained only as long as necessary for security, troubleshooting, or audit purposes.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it. Retention is based on necessity, not convenience, and we review data regularly to avoid keeping it for longer than required.

7. Your Rights

You have a number of rights under data protection law. Subject to legal limits and exemptions, these rights may include:

Right of access ??? to request a copy of the personal data we hold about you.
Right to rectification ??? to ask us to correct inaccurate or incomplete information.
Right to erasure ??? to ask us to delete your personal data in certain circumstances.
Right to restrict processing ??? to ask us to limit how we use your data in certain situations.
Right to data portability ??? to receive certain data in a structured, commonly used format.
Right to object ??? to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent ??? where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner???s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, password protection, and staff awareness procedures. While no system can be guaranteed 100% secure, we take reasonable and proportionate steps to protect the information entrusted to us.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply to the processing of personal data from the date it is published or made available. We recommend reviewing it periodically so you remain informed about how your data is used.

10. Summary of Our Commitment

Man With Van Canarywharf respects your privacy and is committed to processing personal data responsibly. We collect only what we need, use it for clear and lawful purposes, share it only where necessary, and retain it for no longer than required. We aim to ensure that every customer in the Canary Wharf area receives services that are not only efficient and reliable, but also handled with strong data protection standards. By choosing our services, you can expect your information to be treated with care, confidentiality, and in accordance with applicable privacy law.