Privacy Policy - Docklands Man And Van

This Privacy Policy explains how Docklands Man And Van collects, uses, stores, and protects personal data when providing moving, removal, transport, and related services. It applies to all Docklands Man And Van customers in the area, including prospective customers, existing customers, and individuals who enquire about our services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Docklands Man And Van is a service provider offering moving and transportation support for households and businesses in the Docklands area and surrounding locations. In this Policy, references to “we,” “us,” and “our” mean Docklands Man And Van. References to “you” mean the customer, website visitor, or any person whose personal data we process in connection with our services.

2. Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and the services you request. The information we collect may include:

Identity data such as your name and title.
Contact data such as your phone number, email address, and service address.
Service information such as moving dates, item descriptions, access details, property type, and delivery instructions.
Billing and payment data such as invoice details, transaction records, and payment confirmation.
Communication data such as messages, call notes, and complaints or feedback you provide.
Technical data such as IP address, browser type, and basic usage information if you interact with digital systems we use.
Special category data only where strictly necessary and where you voluntarily disclose it, for example accessibility needs that help us provide a safer service.

We do not intentionally collect more data than is required for the purpose of delivering our services and managing our business responsibly.

3. How We Collect Personal Data

We collect personal data directly from you when you request a quote, make a booking, communicate with us, or otherwise use our services. We may also receive data from third parties where necessary for service delivery, such as:

payment providers;
business partners involved in a job you have requested;
subcontractors or processors acting on our instructions;
publicly available sources where needed to verify details or manage a service request.

Where we receive data from another source, we take reasonable steps to ensure it has been shared lawfully and that you are informed where required.

4. Purposes for Using Your Data

We use personal data only for legitimate business and service purposes. These may include:

providing quotes and managing bookings;
planning and delivering removal or transport services;
communicating with you about the job, scheduling, or service changes;
processing payments and issuing invoices;
handling complaints, disputes, or claims;
maintaining records, accounts, and operational logs;
meeting legal, tax, accounting, and insurance obligations;
protecting our staff, customers, and business assets;
improving service quality and internal operations.

We will not use your personal data for purposes that are incompatible with the reason it was collected.

5. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the context, our lawful bases may include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, and completing payment-related administration.

Legal Obligation

We process certain data where required to comply with legal or regulatory obligations, including tax, accounting, insurance, and record-keeping responsibilities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights do not override those interests. This may include managing our operations, preventing fraud, resolving disputes, and improving our services. When relying on legitimate interests, we ensure the processing is proportionate and limited to what is necessary.

Consent

Where consent is required, such as for certain marketing activities or for the handling of optional sensitive information, we will ask for it clearly and you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully.

6. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and provide services. These organisations act as processors or independent controllers depending on the nature of the arrangement. Our processors may include:

IT and cloud service providers;
payment processing services;
accounting and bookkeeping providers;
customer management or booking software providers;
subcontracted removals or transport partners;
insurance providers and professional advisers where necessary;
regulatory, law enforcement, or public authorities where disclosure is required by law.

All processors are required to handle personal data securely, act only on our instructions, and use appropriate safeguards. We do not sell your personal data.

7. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place before such transfers occur. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent legal protections designed to keep your information secure and compliant with data protection law.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods depend on the type of data and the reason for holding it.

Booking and service records are generally retained for a period necessary to manage the service and any follow-up matters.
Financial and invoice records are retained for the period required by law and standard accounting practice.
Communication records may be retained for a reasonable time to resolve queries, complaints, or disputes.
Technical data is retained only for a limited period unless required longer for security or legal purposes.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protections, staff confidentiality obligations, and limiting access to personal data to those who need it for legitimate business purposes.

Although no system can be guaranteed to be completely secure, we continuously work to reduce risk and protect the information entrusted to us.

10. Your Rights

Under data protection law, you have rights over your personal data. Subject to legal limits and verification of identity, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict how we process your data in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information you provided to us where applicable;
withdraw consent where processing is based on consent;
lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed.

We may need to retain certain information where required by law or where it is necessary to defend legal claims, complete a contract, or comply with regulatory obligations.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided in the context of a household move and only where necessary for service delivery. If we become aware that we have collected data inappropriately, we will take steps to delete or safeguard it as required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this Policy periodically so that you remain informed about how we use personal data.

13. Summary of Our Commitment

Docklands Man And Van is committed to responsible and transparent data protection. We collect only the information needed to deliver moving and transport services, use it for lawful and clearly defined purposes, share it only with trusted processors where necessary, and keep it only as long as required. Your privacy and trust are important to us, and we aim to treat your information with care at every stage.