Privacy Policy - Man With A Van Canary Wharf

This Privacy Policy explains how Man With A Van Canary Wharf collects, uses, stores, shares, and protects personal data when providing removals, delivery, and related transport services. It applies to all Man With A Van Canary Wharf customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are and what this policy covers

Man With A Van Canary Wharf acts as a data controller for the personal information we collect in connection with the services we provide. This policy covers information gathered when you request a quote, make a booking, communicate with us, pay for services, or otherwise interact with us as a customer or prospective customer. It also covers information received from third parties where necessary to complete a service, such as a property manager, employer, agent, or payment provider.

We only collect and process personal data that is relevant to delivering our services, managing customer relationships, complying with legal obligations, and improving our operations. We do not use personal data for purposes that are incompatible with those described in this policy.

2. Personal data we collect

Depending on how you use our services, we may collect the following categories of personal data:

Identity details: name, title, and any relevant business or trading name.
Contact details: address, email address, telephone number, and service location details.
Booking details: preferred dates, service type, move size, item lists, access notes, and special instructions.
Payment and billing details: payment status, transaction references, invoicing details, and basic billing records.
Communication records: enquiries, complaints, feedback, and correspondence relating to your booking or service.
Service information: records of items moved, delivery requirements, parking or access arrangements, and job completion notes.
Technical information: limited website or device data such as IP address, browser type, and usage logs where applicable.
Legal and compliance information: records needed for accounting, insurance, dispute handling, fraud prevention, or statutory obligations.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service requirement. If such information is received inadvertently, we will handle it carefully and only where there is a valid legal basis to do so.

3. How we use your data

We use personal data for the following purposes:

to provide quotes and respond to service enquiries;
to plan, manage, and complete removals, deliveries, and related services;
to communicate with you about bookings, timing, access, or service changes;
to issue invoices, manage payments, and maintain financial records;
to handle complaints, claims, and service issues;
to comply with tax, accounting, insurance, and other legal requirements;
to protect against fraud, misuse, or unlawful activity;
to improve our operations, service quality, and customer experience.

We only process data where it is necessary and proportionate for the purpose concerned. We do not sell personal data.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to use personal data. The main lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes processing your booking details, contact information, service instructions, and payment-related information needed to deliver the service you requested.

Legal obligation

We process some data to comply with legal obligations, including accounting rules, tax recordkeeping, insurance requirements, and obligations related to dispute resolution or regulatory compliance.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. This may include managing customer communications, preventing fraud, maintaining service records, improving operations, and protecting our business and customers.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to specific types of communication. Where consent is used, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing your personal data

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act as processors or, in some cases, independent controllers. Typical recipients include:

Payment service providers: to process payments securely and detect fraud;
Accounting and bookkeeping providers: to maintain financial records and tax compliance;
IT and cloud service providers: to store data, manage systems, and support communications;
Insurance providers and claims handlers: where necessary for service-related claims or disputes;
Professional advisers: including legal or financial advisers where required;
Subcontractors or crew members: where needed to deliver the booked service safely and effectively;
Public authorities: where required by law or to protect legal rights.

We only disclose the minimum information necessary for the relevant purpose and ensure appropriate data protection terms are in place with processors. Third parties are not permitted to use your data for their own unrelated purposes.

6. Data retention

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

Customer booking and service records: kept for as long as needed to manage the service and handle any follow-up issues.
Financial records: generally retained for the period required by law for tax and accounting purposes.
Communication records: kept for a reasonable period to support customer service, dispute handling, and quality management.
Claims and incident records: retained for as long as necessary to resolve the matter and meet legal or insurance obligations.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We review retention needs periodically to avoid keeping data for longer than necessary.

7. Data security

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis.

While we take reasonable steps to safeguard personal data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will handle it in accordance with applicable law.

8. International transfers

If any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place before the transfer occurs. These safeguards may include adequacy regulations or approved contractual protections designed to maintain a level of protection consistent with UK data protection law.

9. Your rights

Subject to certain legal conditions and exceptions, you have the following rights regarding your personal data:

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 request deletion of your data where there is no lawful reason to keep it;
Right to restriction: to ask us to limit how we use your data in certain circumstances;
Right to object: to object to processing based on legitimate interests or direct marketing where applicable;
Right to data portability: to receive certain data in a structured, commonly used format, where technically feasible;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before fulfilling your request. These rights apply to all customers in the Canary Wharf area who use our services.

10. Complaints

If you have concerns about how we handle personal data, you should raise them with us first so we can try to resolve the issue promptly and fairly. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how personal data is used.

In summary: Man With A Van Canary Wharf processes personal data only for lawful, specific, and necessary purposes connected to providing services in the area, and we are committed to respecting your privacy and data protection rights.