Privacy Policy - Canary Wharf Man And Van

This Privacy Policy explains how Canary Wharf Man And Van collects, uses, stores, shares, and protects personal data when providing moving, transportation, delivery, and related services. It applies to all Canary Wharf Man And Van customers in the area, including prospective customers, current customers, and individuals who contact us about a service. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Canary Wharf Man And Van is a service provider offering removals, man and van transport, collection, delivery, and related logistics support. In this Policy, “we,” “us,” and “our” refer to Canary Wharf Man And Van. “You” refers to any person whose personal data we process, including customers, recipients of deliveries, property contacts, and individuals who communicate with us regarding a booking or quotation.

2. Personal Data We Collect

We may collect and process the following categories of personal data depending on the services requested and how you interact with us:

Identity information: name, title, and, where relevant, business name.
Contact details: phone number, email address, billing address, collection address, delivery address, and any other address you provide for service purposes.
Booking and service information: details about the items to be moved, access arrangements, preferred dates and times, instructions, and notes necessary to complete a job safely and efficiently.
Payment information: payment status, transaction records, and limited payment-related details required to process or confirm payment. We do not intentionally store full card details where a secure third-party payment provider is used.
Communication data: messages, emails, call notes, complaint details, and any other correspondence you send to us.
Technical and usage data: limited website or device information, such as IP address, browser type, and interaction data, where relevant to service administration, security, or analytics.
Special category data: we do not aim to collect special category data unless you voluntarily provide it and it is necessary for a specific lawful purpose, such as access requirements. Where such data is processed, we apply additional safeguards.

We only collect data that is relevant and necessary for the provision, administration, improvement, and protection of our services.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to schedule, manage, and complete removals and transport services;
to communicate with you about bookings, changes, delays, or service issues;
to issue invoices, receive payments, and manage accounts;
to maintain internal records and evidence of work performed;
to handle complaints, disputes, and insurance-related matters;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or unlawful activity;
to improve service quality, efficiency, and customer experience.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and we have informed you where required.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, we may rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering services, and managing related payments and communications.

Legal Obligation

We may process data to comply with applicable laws, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include business administration, fraud prevention, customer service improvements, internal auditing, and service security.

Consent

In limited cases, we may rely on your consent, for example where it is required for specific marketing communications or optional processing. Where we rely on consent, you may withdraw it at any time.

Vital Interests

In rare cases, we may process data where necessary to protect someone’s vital interests, such as in an emergency.

5. Sharing and Processors

We may share personal data with trusted third parties and processors where necessary for the operation of our services. These parties process data on our behalf and under written instructions, or they may act as independent controllers in limited circumstances.

Examples of processors and recipients may include:

Payment service providers used to process transactions securely;
Accounting and bookkeeping providers supporting invoicing, tax, and financial records;
IT and cloud storage providers used for secure data storage, email, scheduling, and system administration;
Customer service or communication tools used to manage bookings and correspondence;
Insurance providers, legal advisers, or claims handlers where required to resolve disputes or claims;
Public authorities, regulators, or law enforcement where disclosure is required by law or necessary to protect rights and safety.

We require processors to implement appropriate technical and organisational security measures and to process personal data only for specified purposes. We do not sell your personal data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of information and why it was collected.

Booking and service records: typically retained for a period necessary to manage accounts, resolve disputes, and maintain business records.
Financial and tax records: retained for the period required by law.
Communications and complaint records: retained for a reasonable period to support service management and legal defence.
Marketing records: retained until you withdraw consent or object, where applicable.

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

7. 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 restricted access, password protection, secure storage, staff confidentiality obligations, and careful handling of records. While we take security seriously, no system can be guaranteed to be completely secure.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. Subject to conditions and exemptions, 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 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 where applicable.
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 may withdraw it at any time.

We may need to verify your identity before responding to a request. We aim to respond within the time limits set by law.

9. International Transfers

Where personal data is transferred outside the UK, we take steps to ensure appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms, where required.

10. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications and only where necessary for the performance of our services or compliance obligations.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data processing practices. The updated version will apply from the date it is published or otherwise communicated. We encourage you to review this Policy periodically.

12. How This Policy Applies

This Privacy Policy applies to all Canary Wharf Man And Van customers in area and to any person whose data we process in connection with our services. By using our services, making an enquiry, or providing us with personal data, you acknowledge that your information will be handled in accordance with this Policy and applicable data protection law. Our aim is to keep your personal data secure, relevant, and used only where necessary, while maintaining the standards expected of a professional moving service.

We are committed to respecting your privacy and processing personal data responsibly.