Privacy Policy - Man With Van Docklands

This Privacy Policy explains how Man With Van Docklands collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Docklands customers in the area, including anyone who requests, books, receives, or enquires about our moving and transport services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Scope of this Privacy Policy

This policy applies to personal data processed in connection with our removal, transport, loading, unloading, and related service operations. It covers data collected from customers, prospective customers, business clients, and anyone who communicates with us in relation to our services. Personal data means any information that identifies, or could reasonably be used to identify, an individual.

2. Data We Collect

We collect only the information necessary to provide and manage our services. Depending on the nature of your enquiry or booking, we may collect:

Identity information such as your name and title
Contact information such as email address, telephone number, and service address
Booking details such as moving date, property access details, and service requirements
Payment-related information necessary to process invoices and payments
Communication records including emails, messages, notes from calls, and service instructions
Service and transaction records such as quotations, job confirmations, and completion notes
Technical information if you interact with us electronically, such as basic device or usage details generated by our systems

We generally do not seek to collect special category data. If such information is ever shared with us incidentally, we will handle it carefully and only where there is a lawful reason to do so.

3. How We Use Your Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotations
To manage bookings and deliver moving services
To communicate about schedules, access arrangements, and service changes
To prepare invoices, process payments, and maintain records
To handle customer support, complaints, and follow-up matters
To meet legal, accounting, and regulatory obligations
To improve the quality, safety, and efficiency of our operations

We will only use your data in ways that are compatible with the purposes for which it was collected, unless we have a lawful basis to do otherwise.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of personal data we process. We rely on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, and carrying out customer instructions.

Legal Obligation

We may process and retain certain data to comply with tax, accounting, insurance, or other legal requirements.

Legitimate Interests

We may use your data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include record keeping, service improvement, fraud prevention, and handling customer communications. We always consider whether such processing is fair, necessary, and proportionate.

Consent

In limited circumstances, we may rely on your consent, for example where it is appropriate for optional communications or specific uses not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or independent data controllers depending on the service they provide. Examples may include:

Payment processing providers
Accounting and bookkeeping service providers
IT, hosting, and data storage providers
Communication and administrative support providers
Professional advisers such as insurers, auditors, or legal advisers

Where a third party acts as a processor, they will only process personal data on our instructions and must keep it secure. We require appropriate contractual protections and expect all processors to apply suitable technical and organisational safeguards.

We may also disclose personal data if required by law, court order, regulatory request, or where necessary to protect our rights, staff, customers, or property.

6. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place. This may include use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

7. Data Retention

We keep personal data only for as long as it is necessary for the purpose for which it was collected, and for any additional period required by law. Retention periods may vary depending on the type of information and the reason it is held.

In general:

Enquiry and quotation records may be kept for a limited period to manage follow-up and customer service
Booking and service records may be retained for the duration of the customer relationship and a reasonable period afterwards
Financial and accounting records are typically kept for the period required by tax and accounting law
Complaint, dispute, or claims-related records may be retained longer where necessary to establish, exercise, or defend legal claims

When personal data is no longer needed, we will securely delete, destroy, or anonymise it.

8. Data Security

We use appropriate security measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and internal procedures for handling data responsibly. While no system can be guaranteed completely secure, we take reasonable steps to safeguard the information we hold.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They 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 information
Right to erasure – to request deletion of your data in certain circumstances
Right to restriction – to request that we limit the way we use your data in certain situations
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 where applicable
Right to withdraw consent – where we rely on consent, you may withdraw it at any time

You also have the right to lodge a complaint with the relevant data protection authority if you believe your personal data has been handled unlawfully. We encourage you to raise concerns so that we can address them promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data relating to children unless it is necessary in connection with a customer service matter and the processing is lawful.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, or our business practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Docklands is committed to protecting personal data and using it responsibly. We only collect information that is relevant to providing our services, we process it on a valid lawful basis, we retain it only as long as necessary, and we use processors carefully and under appropriate controls. Our aim is to ensure transparency, fairness, and security in every stage of data handling.

This Privacy Policy applies to all Man With Van Docklands customers in the area.