Privacy Policy - Man And A Van Canary Wharf

This Privacy Policy explains how Man And A Van Canary Wharf collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Canary Wharf customers in area, including individuals who request quotes, book moving services, communicate with us, or otherwise interact with our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Man And A Van Canary Wharf provides removals, item transportation, loading assistance, and related moving services. In connection with these services, we act as a data controller for the personal data we collect and determine how it is used. This means we decide why and how your personal data is processed for service delivery, administration, safety, and legal compliance.

2. Information we collect

We may collect and process different categories of personal data depending on how you use our services. This may include:

Identity data such as your name and title
Contact data such as your phone number, email address, and service address
Booking and service details such as moving date, property access notes, item descriptions, and special handling requirements
Payment-related data such as billing information and payment confirmation details
Communication data such as messages, call notes, complaints, and feedback
Technical data such as limited information from our website or device interactions, where applicable
Documentation data such as proof of identity or property access information if required for lawful or operational reasons

We do not intentionally collect more information than is needed to provide our services, manage bookings, and meet our obligations. We also aim to keep data accurate and up to date.

3. How we use your personal data

We use your personal data for the following purposes:

To provide quotations and respond to enquiries
To manage bookings and deliver moving services
To communicate with you about your service
To process payments and issue invoices or receipts
To plan routes, allocate vehicles, and coordinate staff
To handle complaints, claims, and customer support requests
To improve service quality, training, and internal operations
To comply with legal, tax, accounting, and regulatory obligations
To protect against fraud, misuse, or security incidents

We only use your data where it is necessary and proportionate for a specific purpose. We do not use personal data in ways that are incompatible with the original reason it was collected.

4. Lawful basis for processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging a booking, completing a move, and managing associated service administration.

Legal obligation

We may process personal data where required to comply with legal obligations, such as tax, accounting, insurance, or record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. Examples include business planning, service improvement, fraud prevention, and operational security. We always consider whether such processing is necessary and balanced against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive certain forms of marketing. Where consent is used, you may withdraw it at any time.

5. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the type of data and the reason for processing.

Booking and service records are retained for a period necessary to manage the service, resolve disputes, and maintain business records
Financial and tax records are retained for the period required by law
Correspondence and complaints are retained for a reasonable period to support service management and legal defence
Consent-based data is kept until you withdraw consent or it is no longer needed

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner. We do not retain personal information indefinitely without a lawful reason.

6. Processors and third parties

We may share personal data with trusted third-party service providers who act as processors on our behalf. These processors are only permitted to process data according to our instructions and must take appropriate security measures.

Examples of processors may include:

Payment processing providers
Accounting and bookkeeping services
IT, hosting, and data storage providers
Communication and customer management tools
Professional advisers such as lawyers or insurers where needed

We may also disclose data to independent third parties where required by law, to prevent fraud, to respond to lawful requests, or to protect our rights, property, staff, or customers. We do not sell your personal data.

7. International transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure suitable safeguards are in place. These safeguards may include approved contractual protections and assessment of the destination’s data protection standards. We take reasonable steps to make sure your data remains protected wherever it is processed.

8. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and procedural safeguards. However, no system can be guaranteed to be completely secure, and you should also take care when sharing information with us.

9. Your rights

As a data subject, you have rights in relation to your personal data. Depending on the circumstances, these 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 data
Right to erasure – to request deletion of your data in certain situations
Right to restrict processing – to ask us to limit how we use your data in certain cases
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to receive certain data in a structured, commonly used format
Right to withdraw consent – where processing is based on consent

If you exercise any of these rights, we may need to verify your identity before responding. In some cases, legal obligations may mean we cannot fully comply with a request, but we will explain our reasoning where appropriate.

10. Children’s data

Our services are generally intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and is provided by an adult customer in a lawful manner. If we become aware that we have collected data inappropriately, we will take steps to delete it.

11. Cookies and similar technologies

If we use a website or digital tools, limited technical information may be collected through cookies or similar technologies for functionality, security, and performance purposes. Where required by law, we will provide appropriate notice or controls. Any such use is kept proportionate and relevant to the operation of the service.

12. Complaints and supervisory authority

If you have concerns about how we handle your personal data, we encourage you to raise them so we can address them promptly. You also have the right to lodge a complaint with the UK Information Commissioner’s Office or another relevant data protection authority if you believe your data protection rights have been breached.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updates will take effect when published. We encourage you to review this policy periodically so you remain informed about how your information is handled.

14. Summary of our commitment

Man And A Van Canary Wharf is committed to processing personal data responsibly, transparently, and in line with data protection law. We collect only the information needed to deliver services, rely on appropriate lawful bases, keep data no longer than necessary, work with processors under strict safeguards, and respect your rights at every stage. This policy applies to all Man And A Van Canary Wharf customers in area and is intended to provide clear, fair, and lawful privacy information for everyone who uses our services.