Privacy Policy - Man With Van Docklands

This Privacy Policy explains how Man With Van Docklands collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Docklands customers in the Docklands area, including prospective customers, current customers, and individuals who make enquiries on behalf of a customer. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to individuals who use, enquire about, or receive services from Man With Van Docklands. It also applies where a customer is a business, but we process personal data relating to named individuals such as booking contacts, recipients, building managers, or authorised representatives. By using our services or providing your information to us, you acknowledge that your personal data will be processed as described in this policy.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our moving and transport services, managing bookings, handling enquiries, and meeting legal or operational obligations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the name of an organisation or contact person.
Contact details such as telephone number, email address, and address or collection and delivery locations.
Booking information including service dates, property access details, inventory or item descriptions, and service preferences.
Payment-related information needed to process transactions, issue invoices, or confirm payments.
Communication records such as emails, call notes, quotes, complaints, and service-related correspondence.
Technical data including limited website or device information if you interact with our online services, where applicable.
Special category data only where strictly necessary and usually only if you choose to share it with us, for example, if it affects access arrangements or moving requirements.

We do not seek to collect unnecessary personal data. Where possible, we will ask only for the information needed to complete your booking or respond to your enquiry.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to confirm and manage bookings;
to deliver moving, collection, delivery, and related services;
to communicate with customers about service arrangements, timings, and changes;
to process payments and maintain financial records;
to handle complaints, claims, and customer support matters;
to maintain service quality, internal records, and business administration;
to comply with legal, regulatory, and tax obligations;
to prevent fraud, misuse, or unlawful activity;
to protect our legitimate interests, provided these do not override your rights and freedoms.

We will not use your personal data for purposes that are incompatible with the original reason for collection unless we have a valid legal basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as managing a booking, arranging a removal, delivering services, or processing payment.

Legal Obligation

We may process data when we must comply with legal requirements, including tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process personal data for our legitimate business interests, such as answering enquiries, improving our operations, keeping accurate records, and protecting our business and customers from misuse. Where we rely on legitimate interests, we balance those interests against your rights and freedoms.

Consent

In limited situations, we may rely on your consent, for example where we need permission to use certain optional information. If consent is used as the lawful basis, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where this is necessary to provide our services, manage our business, or comply with legal requirements. These third parties may act as data processors or independent controllers, depending on the circumstances.

Data processors that help us with administration, scheduling, invoicing, IT support, communications, storage, or payment processing.
Professional advisers such as accountants, auditors, insurers, or legal advisers.
Public authorities, regulators, law enforcement bodies, or courts where disclosure is required by law.
Service partners involved in completing a booking, such as subcontracted transport support, if needed for service delivery.

Where we use processors, they are required to act only on our instructions, keep data secure, and use appropriate safeguards. We do not sell your personal data.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. This may include using approved contractual protections or relying on adequacy regulations where available. We take steps to ensure that your data remains protected to a standard consistent with UK data protection law.

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, or operational requirements. Retention periods will vary depending on the type of information and the context of processing.

Booking and service records may be kept for the period needed to manage the service and any follow-up issues.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be kept for a reasonable period to resolve disputes, maintain service history, or support customer care.
Data no longer needed is securely deleted or anonymised.

When deciding how long to retain information, we consider legal obligations, potential claims, business needs, and the sensitivity of the data. We review retention regularly and do not keep personal data indefinitely without justification.

8. 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 access controls, secure storage, staff confidentiality obligations, and restricted use of data to relevant personnel only. While we take reasonable steps to safeguard personal data, no system can be guaranteed completely secure.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the legal basis for processing.

Right of access ??? you may request a copy of the personal data we hold about you.
Right to rectification ??? you may ask us to correct inaccurate or incomplete data.
Right to erasure ??? you may request deletion of your data in certain situations.
Right to restrict processing ??? you may ask us to limit how we use your data in certain circumstances.
Right to object ??? you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability ??? you may request that certain data be provided in a structured, commonly used format.
Right to withdraw consent ??? where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before processing your request. In some cases, we may not be able to fulfil a request where data must be retained for legal reasons or where an exemption applies.

10. Complaints

If you believe your personal data has been handled improperly, you have the right to raise a complaint with the relevant data protection supervisory authority. You may also contact us directly so that we can review and address the issue. We encourage customers to allow us an opportunity to resolve concerns first, where appropriate.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van Docklands is committed to processing personal data responsibly, securely, and lawfully. We collect only what we need, use it for clear and legitimate purposes, share it only when necessary, and retain it only for as long as required. This policy applies to all Man With Van Docklands customers in the area, and it is designed to support transparency, accountability, and respect for your privacy rights.