Canary Wharf Man and Van Privacy Policy
This Privacy Policy explains how Canary Wharf Man and Van collects, uses, stores and protects your personal data when you use our services. It applies to all Canary Wharf Man and Van customers and prospective customers located in our operating area, including individuals, sole traders and business clients.
We are committed to handling your personal data in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all relevant data protection laws. Please read this policy carefully to understand how and why we process your information and the rights you have in relation to your data.
Data Controller
Canary Wharf Man and Van is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with applicable data protection laws.
Data We Collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, make a booking, or use our man and van services:
Identification and contact details: name, title, contact address, service pickup and delivery addresses, and other location details you provide, together with any contact preferences you communicate to us.
Communication details: information contained in enquiries, quote requests, booking forms, feedback, complaints and other correspondence you send to us, including date and time of contact and our responses.
Service and contract details: details about the services you request or receive from us, such as dates and times of moves or deliveries, type and volume of items moved, access information you supply, and notes necessary to carry out the service safely and efficiently.
Billing and transaction details: information related to payments, such as amounts, dates and methods of payment. Where payments are processed by external providers, we do not receive or store full payment card details, but may receive limited information necessary for accounting, confirmation of payment and fraud prevention.
Technical and usage information: limited technical data that may be generated when you visit our online pages, such as approximate location based on IP address, device type, and basic interaction data where applicable. We aim to collect only what is necessary for security, performance and basic analytics.
Voluntary information: any additional information you choose to give us, for example special instructions about access, preferences relating to the service, or information you provide in satisfaction surveys and reviews.
Lawful Basis for Processing
We will only process your personal data when we have a lawful basis under data protection law. Depending on the context in which we collect your data, we may rely on one or more of the following legal bases:
Performance of a contract: we process your personal data where it is necessary to enter into or perform a contract with you, including providing quotes, confirming bookings, planning and delivering man and van services, managing changes or cancellations, and administering payments.
Legitimate interests: we may process your data where it is necessary for our legitimate business interests and where these interests are not overridden by your privacy rights. This may include coordinating operations and logistics, improving our services, preventing fraud, keeping records for business administration, and defending legal claims.
Legal obligations: we are required to process certain personal data to comply with legal and regulatory obligations, including tax, accounting, insurance and health and safety requirements, as well as responding to lawful requests from public authorities.
Consent: in some cases we may rely on your consent, for example where you choose to receive certain types of marketing communication from us. Where we rely on consent, you are free to withdraw it at any time, and doing so will not affect the lawfulness of processing that took place before consent was withdrawn.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries, provide quotes and discuss your service requirements.
To create, manage and fulfil bookings, including planning routes, allocating vehicles and staff, and ensuring safe and efficient service delivery.
To communicate with you about your booking, including confirmations, reminders, updates, and any changes or issues relating to the service.
To process and record payments, issue invoices and receipts, and maintain financial records for business and legal purposes.
To manage customer relationships, handle feedback and complaints, and resolve disputes.
To maintain and improve the quality, safety and reliability of our services, including staff training, operational planning and internal record keeping.
To comply with applicable laws and regulations, respond to legal processes and cooperate with regulators and law enforcement where required.
To send carefully selected service-related information and, where permitted, marketing or promotional messages about our services. You can opt out of marketing communications at any time.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data according to our instructions and for the purposes described in this policy, and we require them to implement appropriate security measures.
Such processors may include:
IT and hosting providers that store data and maintain our systems.
Payment processing and financial service providers involved in handling or verifying transactions.
Communication and scheduling tools that we use to manage bookings, reminders and customer messages.
Professional advisors such as accountants, auditors, legal advisers and insurers, where necessary for business management, legal compliance or the establishment, exercise or defence of legal claims.
We may also share personal data with public authorities, regulators, law enforcement agencies or courts where we are legally required or permitted to do so.
We do not sell your personal data. If we were to undergo a business reorganisation, merger or sale, your personal data may be transferred as part of that transaction, in which case we would ensure that appropriate protections are in place.
Data Retention
We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including satisfying any legal, regulatory, tax, accounting or reporting requirements, and for the establishment or defence of legal claims.
In general, data relating to bookings, services provided and associated financial records is retained for a period aligned with statutory limitation periods and accounting rules. Enquiry and quote information that does not lead to a booking is retained for a shorter period, unless you request its deletion sooner and we are not required to keep it for legal reasons.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to you.
International Transfers
Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer your data to a country that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms recognised by data protection authorities.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to ensure a level of security appropriate to the risks presented by the processing of your data, taking into account the sensitivity and volume of the information.
While we strive to protect your personal data, no system can be completely secure. We therefore encourage you to exercise care when sharing information with us and to notify us promptly if you suspect any misuse of your data in connection with our services.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Canary Wharf Man and Van customers in our service area, subject to certain legal conditions and exemptions:
Right of access: you can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with information about how we process it.
Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing: you can request that we limit the processing of your personal data in specific situations, such as while we are verifying its accuracy or considering an objection.
Right to object: you can object to the processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests, and we will stop processing unless we can demonstrate compelling legitimate grounds. You have an absolute right to object to direct marketing at any time.
Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format and, where technically feasible, transmit it to another controller.
Right to withdraw consent: where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing before withdrawal, but we will stop the relevant processing going forward.
You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about how we handle your personal data. We would, however, appreciate the chance to address your concerns directly in the first instance.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updates will take effect when the revised policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
By continuing to use Canary Wharf Man and Van services after changes to this Privacy Policy have been published, you acknowledge that you have read and understood the updated terms.
