Privacy Policy
Man with Van Shoreditch Privacy Policy
This Privacy Policy explains how Man with Van Shoreditch collects, uses, stores and protects personal data in connection with our services. It applies to all Man with Van Shoreditch customers and prospective customers in the Shoreditch area, as well as visitors who contact us to request information or a quotation.
We are committed to handling your personal data lawfully, fairly and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
1. Data Controller
Man with Van Shoreditch is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring it is handled in line with applicable data protection laws.
2. Personal Data We Collect
We collect only the information that is necessary to provide and manage our moving and transport services. This may include the following categories of personal data:
Identity and contact details: name, address, pick-up and drop-off locations, contact address, and any other location details you provide that are relevant to the service.
Communication details: information you provide when you contact us by phone, online form or other messaging tools, including the content of your messages, enquiries, feedback or complaints.
Booking and service details: dates and times of moves, inventory descriptions, special instructions, access information and any associated notes relevant to your booking.
Payment and transaction information: records of payments made for our services and related billing information. We do not store full card details when payments are processed through secure third-party providers.
Technical and usage data: limited technical data associated with your use of online contact or quotation forms, such as the date and time of your request and basic device or browser information, where this is required to deliver and secure the online service.
3. How We Collect Personal Data
We collect personal data directly from you when you:
Request a quotation or make a booking.
Communicate with us by telephone or through online forms or messaging tools.
Provide feedback, leave a review or contact us with a question or complaint.
We may also receive personal data indirectly if another person books a service on your behalf and provides your contact or address details as part of that booking. In these cases, we rely on the person making the booking to ensure that you are informed about the disclosure of your information to us.
4. Lawful Basis for Processing
We process your personal data only when we have a lawful basis to do so. Depending on the specific activity, we may rely on the following lawful bases:
Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you, for example to provide quotations, confirm bookings, carry out moves and manage payments.
Legal obligation: We may process personal data to comply with legal or regulatory requirements, such as record keeping, tax or accounting obligations, or to respond to requests from authorised public authorities.
Legitimate interests: We may process personal 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, handling enquiries and complaints, protecting our business from fraud or misuse, and keeping limited records to defend potential legal claims.
Consent: In limited cases, we may rely on your consent, for example if you choose to receive non-essential marketing communications. Where processing is based on consent, you have the right to withdraw that consent at any time.
5. How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide quotations, confirm availability and manage bookings.
To plan and deliver moving and transport services, including coordinating drivers, vehicles and access arrangements.
To communicate with you regarding your booking, including confirmations, updates and any necessary changes.
To process payments, manage invoices and maintain accounting records.
To respond to enquiries, feedback, complaints or requests to exercise data protection rights.
To improve our services, internal processes and customer experience.
To keep appropriate business records and comply with our legal obligations.
To protect our rights, property and safety, and those of our staff, customers and third parties, including in connection with the prevention or detection of fraud or other unlawful activity.
6. Data Sharing and Processors
We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place.
Service providers and processors: We may share personal data with third-party providers who act on our behalf, such as payment processors, accounting and invoicing providers, IT and hosting providers, communication tools providers, and customer management systems. These third parties are only permitted to process your personal data in accordance with our instructions and for the specified purposes, and they are required to protect your data appropriately.
Professional advisers: We may share data with accountants, legal advisers or insurers where necessary for advice, accounting, auditing, or in connection with claims or disputes.
Authorities and law enforcement: We may disclose personal data when required to do so by law or when necessary to protect our rights or the rights of others, for example in response to a lawful request from a public authority or court.
We do not sell your personal data to third parties.
7. International Transfers
If any of our service providers or processors are located outside the United Kingdom, we will ensure that appropriate safeguards are in place before any personal data is transferred. This may include using standard contractual clauses or ensuring that the destination country has an adequate level of data protection recognised by applicable law.
8. Data Retention
We retain personal data for no longer than is necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.
In general, we keep booking and transaction records for a period that allows us to comply with tax and accounting rules and to address any queries or disputes relating to the services provided. After the relevant retention periods have ended, personal data will be securely deleted, anonymised or archived in a way that no longer identifies you.
The exact retention period may vary depending on the type of data and the context in which it was collected, but we regularly review our records and apply clear criteria to determine when specific categories of data should be removed or anonymised.
9. Data Security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who need it for their role, using secure systems and tools where appropriate, and ensuring that our processors apply similar protections.
10. Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:
Access: Request confirmation that we process your personal data and receive a copy of the data we hold about you.
Rectification: Ask us to correct or complete any inaccurate or incomplete personal data.
Erasure: Request the deletion of your personal data where there is no longer a lawful basis for us to process it, or where you have successfully objected to the processing.
Restriction: Ask us to restrict the processing of your personal data in specific circumstances, for example while we consider a request for rectification or an objection.
Objection: Object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we have compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.
Data portability: Request that certain personal data you have provided to us be transferred to you or to another controller, where the processing is based on consent or contract and carried out by automated means.
Where we rely on consent, you also have the right to withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.
11. Exercising Your Rights
If you wish to exercise any of your data protection rights, or if you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual communication methods you use for our services.
We will respond to your request without undue delay and within the time limits set by data protection law. In some cases, we may need to request additional information from you to confirm your identity before we can act on your request.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory developments, or improvements to our services. Any changes will apply from the date the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
