Privacy Policy - Man And Van Canary Wharf

This Privacy Policy explains how Man And Van Canary Wharf collects, uses, stores, and protects personal data. It applies to all Man And Van Canary Wharf customers in the area, including anyone who requests a quote, makes a booking, communicates with us, or uses our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all individuals who use our moving, transport, and related services in Canary Wharf and the surrounding area. It covers customers, prospective customers, business clients, and any third party whose personal data is shared with us in connection with a service booking, such as property managers, building reception teams, or designated contact persons.

By engaging with our services, you acknowledge that we may process personal data as described in this policy. We only collect information that is relevant and necessary for the delivery and administration of our services.

2. Data we collect

We may collect and process the following categories of personal data:

Identity details: name, title, and, where relevant, company name.
Contact details: email address, telephone number, and service address.
Booking information: move date, move size, inventory details, access notes, and service preferences.
Payment and billing information: invoice details, payment status, and transaction records. We do not store more payment information than is necessary for processing and accounting.
Communication records: emails, messages, call notes, and any information you provide when asking for a quote or support.
Service and operational data: photographs or notes related to access, item condition, parking arrangements, or delivery instructions where needed to complete a job safely and accurately.
Technical data: limited device or usage information if collected through digital tools used to manage enquiries and bookings.

We do not intentionally collect special category data unless you choose to disclose it to us and it is necessary for service delivery or legal compliance. If such data is provided, we handle it with additional care and only where a lawful basis applies.

3. How we use your data

We use personal data to manage enquiries, provide quotes, confirm and perform bookings, communicate about service details, issue invoices, handle payments, and maintain internal records. We may also use information to address complaints, improve our services, prevent fraud, and comply with legal obligations.

In practical terms, personal data helps us:

respond to your enquiry and provide an accurate quote;
plan and carry out removals or van services safely and efficiently;
contact you about changes, delays, or service requirements;
prepare invoices and manage accounting records;
resolve disputes and manage claims;
meet tax, insurance, and regulatory requirements.

We only process personal data for specific, legitimate purposes and do not use it in ways that are incompatible with those purposes.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, our lawful bases include:

Contract: processing is necessary to provide a quote, manage a booking, and perform the service you have requested.
Legal obligation: processing is necessary to comply with tax, accounting, insurance, and other legal obligations.
Legitimate interests: processing is necessary for our legitimate business interests, such as service administration, customer communication, quality control, record keeping, and fraud prevention, provided your rights do not override those interests.
Consent: where required, for example if we ask for permission to use certain optional information for a specific purpose, we will rely on your consent. You may withdraw consent at any time.

We assess each processing activity to ensure the most appropriate lawful basis is used. If we rely on legitimate interests, we consider the nature of the data, the impact on you, and whether the processing is necessary and proportionate.

5. How we share personal data

We may share personal data with carefully selected third parties when needed to operate our business and provide our services. These recipients may include:

Payment providers for processing transactions;
Accountants and tax advisers for financial administration and compliance;
IT and software providers that help us manage bookings, records, and secure storage;
Insurance providers where a claim or incident must be handled;
Professional advisers such as legal counsel when necessary;
Subcontractors or operational staff involved in delivering the service.

We require processors and service partners to process personal data only on our instructions, to protect it appropriately, and to use it only for the agreed purpose. We do not sell personal data.

6. Processors and safeguards

Where we use processors, we take steps to ensure they offer sufficient guarantees regarding security and compliance. Data processing agreements or equivalent contractual protections are put in place where appropriate. These agreements require processors to:

handle data securely and confidentially;
use data only for the services we instruct;
support our compliance with data protection obligations;
notify us of any personal data breach without undue delay.

We apply appropriate technical and organisational measures to protect your information, including access controls, secure storage, and restricted use of personal data on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to reduce risk and protect confidentiality.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected and to meet legal, accounting, insurance, or reporting obligations. Retention periods vary depending on the type of record and the nature of the service.

In general, we may retain:

Enquiry records for a limited period after the enquiry, unless a booking is made or further retention is needed;
Booking and service records for the duration of the customer relationship and for a reasonable period afterwards;
Financial and tax records for the period required by law;
Claims and dispute records for as long as necessary to resolve the matter and defend our legal position.

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

8. Your rights

As a data subject, you have a number of rights under applicable data protection law. Subject to legal limits and exemptions, you may have the right to:

Access your personal data and receive a copy of it;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us in a structured, commonly used format, where applicable;
Withdraw consent where processing is based on consent;
Complain to the relevant supervisory authority if you believe your rights have been infringed.

We will respond to valid requests within the time required by law. To protect your privacy, we may need to verify your identity before acting on your request.

9. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is unavoidably included in service-related information provided by an adult customer. If we become aware that we have collected child data unnecessarily, we will take appropriate steps to delete it.

10. International transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it, such as adequacy regulations or approved contractual protections. We only transfer data when necessary for service provision, system support, or legal compliance.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how their information is handled.

12. Summary of our commitments

We collect only the information needed to provide moving and van services, process it under a valid lawful basis, keep it only as long as necessary, and share it only with trusted processors under contract. All Man And Van Canary Wharf customers in the area are covered by this policy, and their rights under data protection law are respected.

Last updated: This policy is maintained in line with current UK GDPR requirements and our operational practices.