Docklands Man and Van Privacy Policy
This Privacy Policy explains how Docklands Man and Van collects, uses, stores and shares personal data when you use our services. It applies to all Docklands Man and Van customers and prospective customers in our service area, as well as anyone who contacts us about our services.
Who We Are and Scope of This Policy
Docklands Man and Van is a removals and transport service provider operating in the Docklands area and surrounding locations. For the purposes of the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, Docklands Man and Van is the data controller of the personal data described in this Privacy Policy.
This policy applies whenever you engage with us as a customer, potential customer, supplier, or as a recipient of our services, including when you contact us, request a quote, make a booking, or otherwise interact with our business.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identity and contact details, such as your name, title, address, service location addresses, and any other contact details you choose to provide, for example for correspondence about bookings or quotes.
Service and booking information, such as preferred dates and times, property type, access details, inventory or description of items to be moved, special instructions, and any correspondence related to a booking or potential booking.
Payment and billing information, such as details needed to process payments or issue invoices. Card details are handled via our payment processor where applicable and are not retained by us beyond what is necessary for payment confirmation and accounting records.
Communications data, including the content of enquiries, complaints, feedback, and other correspondence you send to us, as well as any notes we make relating to our communications with you.
Technical and usage data, where applicable, such as anonymised or aggregated information about how you access our website or online content, including basic device and browser data. We do not use this data to identify you directly unless it is combined with other information and is necessary for security or legal purposes.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:
Contract. We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, providing removals and transport services, handling payments, and managing any changes or cancellations.
Legitimate interests. We process data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, responding to enquiries, preventing fraud, maintaining security, and keeping basic records of interactions with you.
Legal obligation. We may process your data where it is necessary to comply with legal requirements, such as tax and accounting rules, record keeping obligations, and responding to lawful requests from public authorities.
Consent. In limited situations, we may rely on your explicit consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use personal data for the following purposes:
To provide our services, including assessing your requirements, providing quotations, planning and carrying out moves, and communicating with you about your bookings.
To manage our relationship with you, including handling enquiries, feedback, and complaints, and notifying you about changes to our terms, services, or privacy practices.
To process payments and maintain financial records, including issuing invoices, confirming receipt of payments, and managing any refunds or disputes.
To operate, manage, and improve our business, including scheduling staff and vehicles, managing suppliers, performing internal reporting, and maintaining appropriate records.
To protect our legitimate interests, including securing our systems, detecting and preventing fraud or misuse, and defending our legal rights.
To comply with legal and regulatory obligations, such as maintaining tax records and cooperating with authorised public authorities where required by law.
Data Sharing and Processors
We do not sell your personal data. We may share your data with third parties where necessary for the purposes described in this Privacy Policy and where we have a lawful basis for doing so.
Service providers and data processors. We may engage trusted third party companies to process personal data on our behalf, for example providers of scheduling tools, payment processing, secure data storage, accounting support, and communications or customer management systems. These processors act only on our instructions and are contractually required to protect your personal data.
Professional and technical advisers. We may share data with legal, tax, or other professional advisors where this is necessary to obtain advice or protect our legal interests.
Public authorities. We may disclose information where required by law, regulation, court order, or where necessary to protect the rights, property, or safety of Docklands Man and Van, our customers, or others.
In all cases, we limit the personal data shared to what is strictly necessary for the relevant purpose and ensure appropriate safeguards are in place.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying legal, accounting, or reporting requirements.
Booking and service records are generally kept for a period that allows us to handle queries, complaints, and potential legal claims relating to the services provided, and to comply with tax and accounting obligations.
Enquiry-only records, where you have not gone on to make a booking, are kept for a shorter period, sufficient to respond to your enquiry and manage any follow-up that is reasonably expected.
Where we rely on consent for certain processing activities, we will retain the related data until you withdraw your consent or until it is no longer required for the purpose for which it was collected, whichever occurs first.
When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a way that protects your privacy.
International Transfers
Where we use service providers or systems that store or process data outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your personal data. These may include using jurisdictions that have been recognised as providing an adequate level of protection or implementing standard contractual clauses or equivalent safeguards approved under data protection law.
Security of Your Data
We take reasonable technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. While no system can be completely secure, we limit access to personal data to those who have a genuine business need to know it and are subject to confidentiality obligations.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but generally include the following:
Right of access. You can request confirmation that 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 you believe is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent.
Right to restriction. You can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or assess an objection you have raised.
Right to data portability. Where we process your data by automated means on the basis of consent or contract, you can request to receive the data in a structured, commonly used, and machine-readable format and to have it transmitted to another controller where technically feasible.
Right to object. You can object to processing that is based on our legitimate interests, including any direct marketing. We will stop processing your data for these purposes unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can try to resolve any concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any substantial changes will be highlighted in an updated version of this policy. Your continued use of our services after any changes have been made will constitute your acceptance of the updated policy.
Contacting Us About Privacy
If you have any questions about this Privacy Policy or about how Docklands Man and Van handles your personal data, you can contact us using our usual contact channels. We will respond to your query and, where appropriate, help you exercise your data protection rights.
