Man with Van Docklands Privacy Policy

This Privacy Policy explains how Man with Van Docklands collects, uses, stores and protects personal data relating to customers and prospective customers in the Docklands area. It is intended to meet the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Docklands customers and prospective customers located in the Docklands area who contact us, request a quotation, make a booking, or otherwise interact with us in relation to our man and van services. It covers personal data collected through any communication channel, including in person, by post, through online forms, or via digital communications platforms.

Data Controller

Man with Van Docklands is the data controller in respect of the personal data we process about you. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection law.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. This may include:

Identification and contact details: name, address, service address, email address, and any other contact information you choose to provide when you request a quote or make a booking.

Service details: collection and delivery addresses, property access information that you choose to share, descriptions of items to be moved, preferred dates and times, and any specific instructions necessary to perform the service safely and effectively.

Booking and transaction information: details of quotations given, bookings made, services provided, prices, payment status, invoices, and basic payment-related records needed for accounting and tax purposes. We do not store full payment card details; these are processed by third party payment processors where applicable.

Communication data: information contained in messages you send to us, including enquiries, feedback, complaints, and any relevant correspondence related to your booking or potential booking.

Technical and usage data: limited technical information arising from your use of our online and digital channels, such as the date and time of your enquiry, approximate location derived from your address or provided by you, and any preferences you indicate relating to our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, a quotation, or a booking, when you communicate with us during the provision of our services, and when you provide feedback or raise queries. We may also receive personal data about you from third parties where you have authorised them to share your information with us for the purpose of arranging or paying for services.

Lawful Bases for Processing

We rely on the following lawful bases under data protection law to process your personal data:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, including providing quotations, managing your booking, delivering the moving service, handling payments, and responding to queries about your booking.

Legal obligation: We process certain personal data to comply with legal and regulatory obligations, such as accounting, tax, and record-keeping requirements and responding to lawful requests from public authorities where required.

Legitimate interests: We process personal data for our legitimate business interests, provided that these are not overridden by your rights and interests. These interests include improving our services, managing our business operations, protecting our property and services, preventing and detecting fraud, and handling complaints or disputes.

Consent: In limited circumstances, we may rely on your consent, for example, where you specifically agree to receive certain types of marketing communications. Where processing is based on consent, you have the right to withdraw your consent at any time.

Purposes for Which We Use Personal Data

We use your personal data for the following purposes:

To provide quotations and respond to your enquiries about our services.

To confirm and manage your booking, including agreeing dates, times, and any access requirements.

To perform the moving service, including the safe collection, transport, and delivery of your items.

To manage billing, payments, and refunds and maintain accounting and financial records.

To communicate with you about your booking, any changes, and after-service follow-up where appropriate.

To manage and improve our business operations, services, and customer experience.

To handle complaints, disputes, and claims and to establish, exercise, or defend legal rights.

To comply with legal and regulatory requirements and cooperate with law enforcement where required by law.

Data Retention

We keep personal data for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to meet our legal, regulatory, tax, and accounting obligations. In determining appropriate retention periods, we consider the nature of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether those purposes can be achieved through other means.

Customer and booking records are generally retained for the period during which you are a customer and for a reasonable period afterwards, often up to six years, to comply with legal and tax requirements and to enable us to respond to any queries or disputes about the service. Communication records, such as enquiries and complaints, may be kept for a period aligned with our operational needs and legal obligations.

Where personal data is no longer required for the purposes for which it was collected and is not required to be kept by law, we will delete it or anonymise it so that it can no longer identify you.

Data Processors and Third Parties

We may share your personal data with third party service providers who act as data processors on our behalf. These processors are engaged to support the delivery and administration of our services and are permitted to process your personal data only in accordance with our instructions and applicable data protection law.

Examples of such processors and third parties include:

Payment processing companies that handle card or electronic payments.

Accountants and professional advisers who assist with financial and legal obligations.

IT and communication service providers who support our booking systems, data storage, and communication tools.

Where required by law or in order to protect our rights, property, or safety, we may also share personal data with public authorities, regulators, or legal representatives. We do not sell your personal data to third parties.

International Transfers

Where our use of third party service providers involves the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. This may include using standard contractual clauses or ensuring that the recipient is located in a country deemed to provide an adequate level of data protection.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures are designed to provide a level of security appropriate to the risks associated with the processing and may include access controls, secure storage, and procedures to handle suspected data breaches. While we strive to protect your personal data, no system can be completely secure and we cannot guarantee absolute security.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:

Right of access: You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you have the right to 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 legal basis for processing.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as where you contest the accuracy of the data or object to our processing.

Right to data portability: In certain cases, you have the right to receive the personal data you have provided to us in a structured, commonly used, and machine readable format and to have that data transmitted to another controller where technically feasible.

Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis. We will consider your objection and stop processing unless we have compelling legitimate grounds or the processing is for the establishment, exercise, or defence of legal claims.

Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the details provided on our customer communication channels. We will respond to your request or query in accordance with applicable data protection laws and may ask you to verify your identity before responding.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we process your personal data. We would, however, welcome the opportunity to address your concerns directly before you approach the authority.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any changes will take effect when the updated policy is made available through our usual customer information channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.