Privacy Policy - Canary Wharf Man And Van

This Privacy Policy explains how Canary Wharf Man And Van collects, uses, stores, shares, and protects personal data relating to our customers, prospects, suppliers, and other individuals whose information we process in the course of providing man and van services. It applies to all Canary Wharf Man And Van customers in area and to anyone who contacts us, books our services, requests a quote, or interacts with us in connection with a move or delivery.

1. Who We Are

Canary Wharf Man And Van is a removals and transport service provider. In the context of data protection law, we act as the data controller for personal information that we collect and decide how to use for our own business purposes. This means we determine the purposes and means of processing your personal data in connection with our services, administration, and legal obligations.

2. Personal Data We Collect

We only collect personal data that is necessary, relevant, and limited to what we need in order to provide our services and run our business effectively. The types of data we may collect include:

Identity data: name, title, and, where needed, proof of identity for service verification.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: moving dates, collection and delivery addresses, item descriptions, access information, and service preferences.
Payment and transaction data: records of payments made, billing details, and transaction history.
Communication data: messages, call notes, complaint records, feedback, and correspondence relating to your booking or enquiry.
Technical data: basic device or usage information if you interact with our digital systems, such as logs that help maintain security and functionality.
Special category data: we do not intend to collect special category data unless it is voluntarily provided and strictly necessary for a specific request. Where such data is incidentally disclosed, we will process it only where permitted by law and with suitable safeguards.

We do not seek to collect more information than we need. Please avoid sharing sensitive information unless it is relevant to the service.

3. How We Collect Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or message;
complete forms or provide information during service arrangements;
make a payment or request an invoice;
submit feedback, a complaint, or a service enquiry.

We may also receive data from third parties when this is necessary for the service, such as from a person making a booking on your behalf, payment providers, or business partners acting for you. In limited circumstances, we may collect data from public sources if required for fraud prevention, debt recovery, legal compliance, or service administration.

4. Lawful Basis for Processing

Under the UK GDPR and Data Protection Act 2018, we must have a lawful basis to process personal data. Depending on the purpose, we rely on one or more of the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging removals, carrying out transport services, issuing invoices, and managing service-related communication.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include responding to enquiries, improving our services, maintaining records, preventing fraud, ensuring security, and managing operational administration.

Legal Obligation

We process data where necessary to comply with legal or regulatory obligations, such as accounting requirements, tax law, record-keeping duties, or responding to lawful requests from public authorities.

Consent

Where required by law, we may rely on your consent. For example, this may apply to certain optional communications or uses that are not necessary for the service. Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide and manage our man and van services;
to confirm bookings and service details;
to communicate with you before, during, and after a service;
to process payments and maintain financial records;
to handle complaints, disputes, and service queries;
to maintain safety, security, and operational standards;
to comply with legal, regulatory, and accounting requirements;
to improve service quality, training, and business performance;
to defend or pursue legal claims where necessary.

We only use your information in ways that are fair, lawful, transparent, and proportionate to the service relationship.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. Processors only act on our instructions and are required to protect your data. The categories of recipients may include:

IT and hosting providers: to store data securely and support our systems.
Payment processors: to handle card or electronic payments.
Accounting and bookkeeping providers: to support invoicing, tax, and financial administration.
Communication service providers: to manage email, telephone, or messaging tools used for service delivery.
Professional advisers: such as accountants, insurers, or legal advisers where needed.
Public authorities or law enforcement: where required by law or to protect rights, safety, or property.

We do not sell personal data. Any disclosure is limited to what is necessary and subject to appropriate safeguards. If data is transferred outside the UK, we will ensure suitable legal protections are in place, such as adequacy regulations or standard contractual clauses where applicable.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, or reporting requirements. Retention periods may vary depending on the type of record and the reason it is held.

Booking and service records are retained for an appropriate period to manage queries, complaints, and business records.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records are kept as long as needed to resolve issues and maintain an accurate service history.
Data that is no longer needed is securely deleted, anonymised, or archived in line with our retention practices.

We regularly review retention needs to ensure personal data is not kept longer than necessary.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and reasonable administrative safeguards. While no system can be guaranteed completely secure, we aim to use measures that are proportionate to the nature of the data and the risks involved.

9. Your Rights

Depending on the circumstances and the lawful basis used, you may have the following rights under data protection law:

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 data.
Right to erasure: to request deletion of your data in certain cases.
Right to restriction: to ask us to limit processing 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 processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to exemptions or limitations under data protection law. If you wish to exercise a right, we may need information to confirm your identity and locate the relevant records.

10. Complaints and Supervisory Authority

If you have concerns about how we handle personal data, we encourage you to raise them with us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a booking made by an adult or lawful representative. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. When we do, we will revise the policy accordingly. We encourage you to review it periodically so that you remain informed about how we process personal data.

By using Canary Wharf Man And Van services, you acknowledge that you have read this Privacy Policy and understand how we process personal data in connection with our operations.