Docklands Man and Van Privacy Policy

This Privacy Policy explains how Docklands Man and Van collects, uses, stores and protects personal data when providing man and van and related services. It applies to all Docklands Man and Van customers in our service area, including individuals, households and business clients.

Docklands Man and Van acts as a data controller in relation to the personal data described in this policy. We are committed to processing all personal data lawfully, fairly and transparently, and in accordance with the UK General Data Protection Regulation and any applicable data protection laws.

Personal data we collect

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

Identification and contact details such as your name, address, pick-up and drop-off addresses, job location details, and any other address information you provide in connection with a move or delivery, as well as contact details such as your mobile number, landline number or other contact numbers you choose to share.

Service and booking information such as requested services, dates and times of moves or deliveries, type and quantity of items, access details, special instructions, quotes provided, bookings made, and records of completed jobs.

Payment and billing information such as the amount charged, payment method used and billing history. Card or bank details are processed only through our chosen payment processor and are not stored by us beyond what is necessary for accounting and record-keeping.

Communication records such as enquiries, messages, feedback, complaints, and any other correspondence you have with us by phone, messaging service or other communication channels.

Technical and usage data where applicable, such as basic device or browser details, and information about how you interact with our website or online content, to help us improve our services. This may be collected using cookies or similar technologies where legally permitted and, where required, with your consent.

How we collect personal data

We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, provide feedback, or otherwise communicate with us about our services.

We may also receive personal data from third parties where this is necessary to provide our services, for example when a booking is made on your behalf by a third party or business partner. In such cases, we will ensure there is a lawful basis for receiving and processing that information.

Purposes and lawful bases for processing

We process your personal data only where we have a lawful basis under the GDPR. Depending on the context, we may rely on one or more of the following bases:

To perform a contract or take steps at your request before entering into a contract. This includes providing quotes, arranging and carrying out moves and deliveries, managing bookings, communicating with you about your job, handling cancellations or changes, and administering payments and invoices.

To comply with legal obligations. We may need to process and retain certain records to meet tax, accounting, and other regulatory requirements, and to respond to lawful requests from authorities where required by law.

For our legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. These legitimate interests include improving and developing our services, maintaining accurate records, managing our relationship with you, preventing fraud and misuse of our services, ensuring the security of our operations and vehicles, and defending or establishing legal claims.

With your consent. In some cases, we may rely on your consent to process personal data, for example for certain forms of marketing or for optional cookies on our website, where this is required by law. Where we rely on consent, you can withdraw it at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

How we use your personal data

We use the personal data we collect to provide, manage and improve our services to customers in the Docklands area. This includes:

Providing quotes, confirming bookings and organising jobs.

Communicating with you about your move or delivery, including sending confirmations and updates.

Carrying out the requested services safely and efficiently, including planning routes and access.

Processing payments and managing invoices, receipts and refunds where applicable.

Responding to your enquiries, complaints or feedback and resolving any issues.

Keeping business and accounting records, and complying with legal obligations.

Monitoring and improving our services, including staff training and service quality checks.

Data sharing and data processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this policy, and where they act as data processors or independent controllers.

Data processors are third parties who process personal data on our behalf and only in accordance with our instructions. These may include providers of booking and scheduling tools, cloud storage and backup services, payment processing services, accounting and invoicing systems, and communication platforms. We ensure that data processors are bound by appropriate contractual obligations to protect your personal data.

We may also share personal data with professional advisers such as accountants, legal advisers or insurers, and with regulatory or law enforcement authorities where required by law or to protect our rights or the rights of others.

International transfers

Some of our service providers may store or process personal data outside the United Kingdom or the European Economic Area. Where this occurs, we will ensure that appropriate safeguards are in place to protect your data, such as the use of legally recognised transfer mechanisms or equivalent protections required by applicable data protection laws.

Data retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.

In general, we retain booking, service and billing records for a period aligned with applicable tax and accounting rules, after which they are securely deleted or anonymised. Communication records and enquiry details may be retained for a shorter period unless required for ongoing matters such as complaints or disputes.

When personal data is no longer needed, we will securely erase or anonymise it so that it can no longer be associated with an identifiable individual.

Security of your personal data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage, and staff awareness of data protection responsibilities.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data, subject to applicable conditions and exemptions. These may include the right to:

Access your personal data and obtain a copy of the information we hold about you.

Request correction of inaccurate or incomplete personal data.

Request deletion of your personal data where there is no good reason for us to keep it, for example where it is no longer necessary for the purposes for which it was collected and we are not required to retain it by law.

Object to processing that is based on our legitimate interests, where you consider that your rights and interests outweigh our grounds for processing.

Request restriction of processing in certain circumstances, for example while we verify the accuracy of your data or assess an objection you have raised.

Request the transfer of your personal data to you or another organisation, where this is technically feasible and where the processing is based on consent or contract and carried out by automated means.

Withdraw consent at any time where we rely on your consent to process your data, without affecting the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you are concerned about how we handle your personal data. We would 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 services, legal requirements or data protection practices. The latest version will always apply to the processing of your personal data. We recommend that you review this policy periodically to stay informed about how we protect your information.

Contacting us about privacy

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Docklands Man and Van using the contact details provided on our website or other official communication channels.