Privacy Policy

Man With Van Docklands Privacy Policy

This Privacy Policy explains how Man With Van Docklands collects, uses, stores and protects personal data of its customers and prospective customers in the Docklands area. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all Man With Van Docklands customers and service users within our operating area, including individuals, households and business customers.

Who we are and scope of this Privacy Policy

Man With Van Docklands is a transport and moving services provider operating in the Docklands area. For the purposes of data protection law, we act as the data controller for the personal data we collect and process in connection with enquiries, quotations and the provision of our services. This Privacy Policy covers all personal data we process about our customers and prospective customers when you contact us, request a quote, make a booking, use our services or otherwise interact with us.

Types of data we collect

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

Identity and contact details, such as your name, address, collection and delivery addresses, and any other address details you provide when arranging a move, together with any communication preferences you share with us.

Booking and service information, such as details of the services you request, the date and time of your move, property access details where necessary for the service, inventory or item descriptions relevant to carrying out the move, and notes relating to special requirements you tell us about.

Account and payment information, such as records of invoices issued, payments received, partial payment details where strictly necessary for processing a transaction, and any information required for accounting and tax purposes. We do not store full card details; where payments are processed by third party payment providers, your card details are handled by those providers in accordance with their own policies.

Communication data, such as records of enquiries, quotes, confirmations, complaints or feedback you send us, together with email, message or call notes that relate to your booking or our services.

Technical and usage data, such as information about how you reached our website, limited device information and basic analytics data where this is used to improve our website and services. Such data is generally collected in an aggregated or pseudonymised form where possible.

How we collect your data

We collect personal data in several ways, including when you contact us directly by phone, through online forms or other communication channels to request a quote, make an enquiry or confirm a booking. We also collect data when you use our services and provide information to our staff as part of carrying out your move, and when you provide feedback or communicate with us after the service.

In some cases we may receive your details from third parties, for example if another person books our services on your behalf, or from business partners that refer work to us. Where this happens, we will only use your data in accordance with this Privacy Policy and applicable data protection law.

Lawful basis for processing

We process personal data only when we have a valid lawful basis for doing so. Depending on the specific activity, our lawful bases include the following:

Contractual necessity. We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering moving services, communicating about the status of your booking and processing payments.

Legitimate interests. We may process personal data when it is necessary for our legitimate business interests and when those interests are not overridden by your rights and freedoms. Examples include using your data to improve our services, handle customer queries and complaints, maintain accurate business records, manage our operations and protect our business from fraud or misuse.

Legal obligations. We process certain personal data to comply with legal and regulatory requirements, such as tax, accounting and insurance obligations, and to respond to lawful requests from authorities where required.

Consent. In some limited situations, we may rely on your consent, for example for optional marketing communications or for specific uses of cookies and similar technologies where consent is required. Where processing is based on consent, you have the right to withdraw that consent at any time.

How we use your data

We use the personal data we collect for the following purposes:

To provide quotes, manage bookings and deliver our moving and transport services, including planning routes, allocating vehicles and staff, and communicating with you about timings, access and service details.

To manage our relationship with you, including responding to enquiries, handling feedback or complaints, and providing customer support both before and after your move.

To process payments, issue invoices, keep internal records of transactions and maintain accurate financial and operational records for business and compliance purposes.

To improve and develop our services, including reviewing how customers use our services, monitoring service quality and performance, and making changes to meet customer needs.

To send you essential service messages relating to your booking or changes to our terms and policies, and, where permitted and subject to your preferences, to provide information about related services that may be of interest to you.

To protect our business, our staff and our customers, including preventing and detecting fraud, managing disputes and exercising or defending legal claims.

Data retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected, and to meet our legal, accounting and reporting obligations. The appropriate retention period is determined by considering the amount, nature and sensitivity 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 by other means, as well as applicable legal requirements.

In general, records relating to bookings, invoices and payments are retained for a period required by tax and accounting laws. Enquiry and quote information that does not lead to a booking may be retained for a shorter period, after which it is securely deleted or anonymised. Where data is no longer required for any lawful purpose, we will delete or irreversibly anonymise it.

Data processors and sharing

We may share your personal data with trusted third party service providers who act as data processors on our behalf. These may include companies that provide payment processing, accounting support, information technology and hosting services, communication tools and other operational support services necessary to run our business.

When we use such processors, we ensure that appropriate contractual and technical safeguards are in place to protect your personal data and that they only process it in accordance with our instructions and for the purposes described in this Privacy Policy.

We may also share personal data where required by law, regulation or a valid legal request, or to protect our rights, property or safety or that of our customers, staff or others. We do not sell your personal data to third parties.

International transfers

Where it is necessary to transfer personal data outside the United Kingdom or the European Economic Area, for example because a service provider operates in another country, we will ensure that appropriate safeguards are in place. These may include using countries that have been recognised as providing an adequate level of protection for personal data, or entering into appropriate data protection clauses or other measures required by data protection law.

How we protect your data

We take reasonable and appropriate technical and organisational measures to protect the personal data we hold against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and service providers who need it to perform their duties, using secure systems and implementing internal policies and procedures to support data protection and information security.

Your data protection rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Man With Van Docklands customers and service users within our operating area, subject to certain legal limitations and exemptions. Your rights include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how it is used.

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 have withdrawn consent and there is no other legal basis for processing.

Right to restriction of processing. You can ask us to restrict the processing of your data in specific situations, for example while we are verifying its accuracy or considering an objection you have raised.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis and you consider that your rights and freedoms override those interests. You also have the right to object at any time to the use of your data for direct marketing purposes.

Right to data portability. In certain circumstances, you can request that we provide your personal data in a structured, commonly used and machine readable format and that it be transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent for specific processing activities, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal obligations. Any changes will be effective from the date the updated Privacy Policy is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.