Privacy Policy - Man And Van Shoreditch

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

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so that you understand what happens to your data and what rights you have.

1. Data We Collect

We collect only the personal data necessary to provide and manage our services effectively. The information we may collect includes:

Identity details, such as your name and, where relevant, the name of your business.
Contact details, such as phone number, email address, and service address.
Booking and service details, including requested moving dates, pickup and drop-off addresses, item descriptions, access requirements, and any special instructions.
Payment-related information, such as invoice details, payment status, and transaction references. We do not store unnecessary card details where a secure third-party payment service is used.
Communication records, including emails, text messages, call notes, and service-related correspondence.
Operational information, such as photos or notes provided to assess access, loading requirements, or special handling needs.
Technical data if you visit a digital service used for enquiries, such as IP address, browser type, and basic usage information.

We may also receive data from third parties where necessary, such as building managers, landlords, payment providers, or business partners involved in arranging the service. Where that occurs, we only use the data for the purpose it was provided.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to perform moving, delivery, packing, and related services;
to communicate about service arrangements, updates, and changes;
to process payments, issue invoices, and manage accounts;
to handle customer support, complaints, and service follow-up;
to maintain business records and improve service quality;
to meet legal, tax, accounting, and insurance obligations;
to prevent fraud, misuse, or unlawful activity;
to protect our legitimate business interests, property, and staff.

We do not use personal data for purposes that are incompatible with the original reason it was collected unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for using your personal data. Depending on the circumstances, Man And Van Shoreditch relies on one or more of the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, carrying out removals, and managing payment for services.

Legal Obligation

We process certain data to comply with legal requirements, including accounting, tax, insurance, and record-keeping obligations.

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. This can include managing customer relationships, improving operations, preventing fraud, and keeping secure business records.

Consent

In limited situations, we may rely on your consent, for example where optional information or marketing communications are involved. If we rely on consent, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data only when necessary and only with trusted third parties acting on our behalf or where required by law. These parties may include:

Payment processors that handle secure transaction processing;
IT and cloud service providers that store, secure, or manage business systems;
Accounting and bookkeeping processors that assist with invoicing and financial records;
Insurance providers where a claim or incident requires disclosure;
Professional advisers such as legal or tax advisers;
Subcontractors or operational partners where needed to deliver your booked service.

All processors are required to handle personal data in accordance with data protection law and only on our instructions. We do not sell your personal data. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place.

5. Data Retention

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

Booking and service records are generally kept for a period that supports contract management, customer service, and dispute handling.
Financial and tax records are retained for the period required by law.
Communications and correspondence may be retained for a reasonable period to handle queries, complaints, or evidence of instructions.
Operational notes and supporting documents are removed when no longer needed for service, safety, or legal purposes.

When data is no longer required, it is securely deleted, anonymised, or destroyed. We do not keep personal data indefinitely.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, disclosure, or destruction. These measures may include restricted access, secure storage, password protection, and staff confidentiality obligations.

Although we take reasonable steps to protect your information, no system can be guaranteed completely secure. If a data incident occurs, we will act in line with our legal obligations.

7. Your Rights Under GDPR

You have several rights in relation to your personal data. Subject to legal limits, these include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in some situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request that data you provided be transferred to you or another controller, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise concerns directly so we can address them promptly.

8. Children’s Data

Our services are intended for adults arranging moving or delivery services. We do not knowingly collect personal data from children unless it is necessary in a family or household context and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or services. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically.

10. Summary of Key Points

Man And Van Shoreditch collects only the data needed to provide services, manage bookings, meet legal obligations, and protect legitimate business interests. We process data under lawful bases including contract, legal obligation, legitimate interests, and in some cases consent. We retain data only as long as necessary, share it only with trusted processors or where required by law, and respect your rights under GDPR.

By using our services, customers in the Shoreditch area acknowledge that their data may be processed as described in this Privacy Policy and that we will handle it in a lawful and secure manner.