Privacy Policy - Movers Canary Wharf

Movers Canary Wharf is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, relocation, packing, storage, and related services. It applies to all Movers Canary Wharf customers in the area, including individuals, households, and business clients who use our services within Canary Wharf and the surrounding local area.

1. Who We Are

For the purposes of data protection law, Movers Canary Wharf acts as a data controller when we determine how and why your personal data is processed. We are responsible for ensuring that your information is handled lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We collect only the data that is necessary to provide our services, manage our business, and meet legal obligations. The personal data we may collect includes:

Identity details: name, title, and, where relevant, company name or business role.
Contact details: address, email address, telephone number, and moving location details.
Service information: moving dates, inventory lists, property access details, and service preferences.
Payment information: billing details and transaction records. We do not store full card details where payment processing is handled by secure third-party providers.
Communication records: correspondence with us by phone, email, or other channels.
Technical data: basic website or device information if you interact with our digital services, such as IP address and browser type, where applicable.
Special category data: only in exceptional circumstances and where necessary, for example if you provide health or access information to support safe moving arrangements.

We generally collect information directly from you, but we may also receive data from third parties such as property managers, estate agents, business partners, payment processors, or insurance-related providers, where this is necessary for service delivery.

3. How We Use Your Data

We use personal data for the following purposes:

to provide and manage moving services;
to prepare quotes, booking confirmations, and service arrangements;
to communicate with you about your move;
to process payments and manage invoices;
to handle complaints, claims, or disputes;
to maintain internal records and business administration;
to improve our services, safety, and customer experience;
to comply with legal, regulatory, tax, and insurance obligations.

We only process personal data where we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each type of processing. Depending on the situation, we rely on one or more of the following:

Contract

We process your personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging bookings, carrying out removals, and managing payment arrangements.

Legal Obligation

We may process data when required to comply with legal obligations, such as tax records, accounting duties, transport-related requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, provided that your rights and freedoms do not override those interests. This may include service improvement, fraud prevention, business administration, record keeping, and resolving customer queries. When relying on legitimate interests, we consider whether the processing is necessary and balanced against your privacy rights.

Consent

Where required, we rely on your consent, for example for certain optional communications or when you provide sensitive information that is not otherwise necessary for the service. You may withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as urgent safety information during a move.

5. Sharing Your Data and Processors

We may share your information with trusted third parties who help us deliver our services. These organisations act as processors or, in some cases, separate controllers. We ensure that appropriate contractual and security safeguards are in place before sharing data.

Typical processors and service providers may include:

Payment processors that securely handle card or online transactions;
IT and cloud hosting providers that store or support our business systems;
Customer management software providers that help us manage enquiries and bookings;
Accountants and tax service providers that assist with financial compliance;
Insurance or claims handlers where needed to assess loss or damage claims;
Subcontracted movers or logistics partners assisting with service delivery;
Professional advisers such as lawyers or auditors, where necessary.

We do not sell your personal data. We only share the minimum information necessary for the relevant purpose. If data is transferred outside the UK or EEA, we ensure appropriate transfer safeguards are used.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and contractual requirements. Retention periods may vary depending on the type of information and the nature of the service.

Customer service and booking records: retained for the duration of the service and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law, typically up to six years.
Claims, disputes, and complaint records: retained as long as needed to resolve the matter and support legal obligations.
Special category or safety-related data: retained only for as long as necessary for the move or related follow-up.

When data is no longer required, we will delete, anonymise, or securely destroy it.

7. Data Security

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss, misuse, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, staff training, and regular review of our information-handling practices. While no system is completely secure, we work hard to reduce risks and respond promptly to potential incidents.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations or exemptions.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may ask us to delete your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain cases.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to withdraw consent: if we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request in line with applicable law and respond within the required timeframe.

9. Automated Decision-Making

We do not use fully automated decision-making that produces legal or similarly significant effects about you. If this changes in the future, we will update this policy and provide appropriate information about your rights.

10. Third-Party Information

If you provide us with information about other people, such as family members, tenants, or business contacts, you should ensure that you have the authority to do so and that they are aware of this Privacy Policy where appropriate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our operational practices. Any changes will apply from the date they are published, and we encourage customers to review the policy periodically.

12. Summary of Our Commitment

Movers Canary Wharf handles personal data responsibly, transparently, and only as needed to provide reliable moving services. We collect limited information, use it for clear purposes, rely on appropriate lawful bases, work with trusted processors under safeguards, retain data only for as long as necessary, and respect your rights under data protection law. This policy applies to all Movers Canary Wharf customers in the area.

We value your privacy and aim to keep your information secure, accurate, and used only for legitimate business and service purposes.

This policy is intended to support GDPR compliance and customer transparency.