Privacy Policy - Man With Van Shoreditch

This Privacy Policy explains how Man With Van Shoreditch collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related transport services. It applies to all Man With Van Shoreditch customers in the area, including individuals and businesses that request quotes, make bookings, receive services, or otherwise interact with us in connection with our operations in Shoreditch and the surrounding local area.

1. Who We Are

Man With Van Shoreditch provides man and van services, including removals, item transport, collection and delivery support, and associated customer service. For the purposes of data protection law, we act as the data controller for the personal data we process about our customers, prospective customers, and other individuals who contact us in relation to our services.

2. Personal Data We Collect

We collect only the personal data necessary to operate our services, manage customer relationships, and meet our legal and contractual obligations. The types of data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking information such as move date, pickup and delivery locations, item descriptions, and service preferences.
Payment and billing information where needed to process charges, issue invoices, or handle refunds.
Communication records including emails, messages, complaints, and notes relating to customer support.
Service-related information such as access instructions, property details, parking or loading requirements, and inventory details.
Technical data if you interact with our digital systems, such as basic device or browser information collected for security and service management.

We do not seek to collect special category data unless it is strictly necessary and you have chosen to provide it, or unless another lawful basis applies. We ask that you only share information that is relevant to the service.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, confirm, and complete bookings.
To deliver moving and transport services safely and efficiently.
To process payments and manage invoices.
To communicate with customers about service updates, changes, or issues.
To deal with complaints, claims, and after-service support.
To comply with legal, regulatory, tax, accounting, and insurance obligations.
To protect our business, staff, and customers from fraud, misuse, or security risks.

We only use your data in ways that are relevant, necessary, and proportionate to the service provided.

4. Lawful Basis for Processing

Under the UK GDPR and Data Protection Act 2018, we rely on one or more lawful bases to process personal data. These may include:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes arranging a quote, confirming a move, carrying out the service, and handling related payment or support matters.

Legal Obligation

We process certain information when we must comply with legal duties, such as tax recordkeeping, accounting requirements, insurance documentation, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service management, quality control, fraud prevention, and internal recordkeeping.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide information outside the usual scope of our services. Where consent is used, you may withdraw it at any time.

5. Sharing Your Personal Data

We do not sell personal data. We may share personal data only where necessary and appropriate for service delivery, business operations, or legal compliance. Recipients may include:

Processors that provide administrative, payment, communication, recordkeeping, or IT support services.
Professional advisers such as accountants, insurers, or legal advisers.
Public authorities, regulators, law enforcement, or courts where required by law.
Third parties involved in the completion of the service, such as building management or property representatives when access coordination is necessary.

Where a third party processes data on our behalf, it does so under written instructions and is required to protect the data appropriately.

6. Data Processors

We may use carefully selected processors to support our operations. These may include providers of:

Booking or scheduling systems
Email and communication services
Cloud storage and document management
Payment processing
Accounting and invoicing tools
IT maintenance and security services

All processors are expected to act only on our instructions, use personal data only for the agreed purpose, and implement suitable security measures. We choose processors with care and take reasonable steps to ensure compliance with data protection law.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, reporting, and insurance requirements. Retention periods vary depending on the type of record and the reason for processing.

Booking and service records are kept for a period necessary to manage customer relationships and resolve any follow-up issues.
Financial and tax records are retained for the period required by law.
Complaint or claim records may be kept longer where needed to defend legal rights or handle disputes.
General enquiries are usually retained only for a limited time unless they lead to a booking or another ongoing business purpose.

When data is no longer required, we delete it securely or anonymise it where appropriate.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, misuse, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted access to records. While no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

9. International Transfers

If any personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, so that your data remains protected in line with applicable law.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access ??? to request a copy of the data we hold about you.
Right to rectification ??? to ask us to correct inaccurate or incomplete information.
Right to erasure ??? to ask us to delete your data in certain circumstances.
Right to restriction ??? to request limited processing in certain situations.
Right to object ??? to object to processing based on legitimate interests.
Right to data portability ??? to receive certain data in a usable format where applicable.
Right to withdraw consent ??? where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your rights have been infringed. Exercising these rights will not usually affect services already lawfully provided.

11. Children???s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is necessary in connection with a customer???s household, property access, or lawful service arrangement. If we become aware that we have collected data improperly, we will take reasonable steps to address it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or operational practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically so they remain informed about how their data is handled.

13. Summary of Key Points

Man With Van Shoreditch processes only the personal data needed to provide moving and delivery services, manage bookings, and meet legal obligations. We rely on lawful bases including contract, legal obligation, legitimate interests, and consent where appropriate. We keep data only for as long as necessary, share it only with trusted processors or when required by law, and respect your data protection rights.

This policy applies to all Man With Van Shoreditch customers in the area. We are committed to handling personal information lawfully, fairly, and transparently.