Privacy Policy - Man With Van Shoreditch

Man With Van Shoreditch 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 in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Shoreditch customers in the Shoreditch area, including anyone who requests, books, receives, or pays for our moving and transport services.

1. Who We Are

Man With Van Shoreditch provides removal, transport, delivery, and related logistics services for customers in and around Shoreditch. In this policy, “we”, “us”, and “our” refer to Man With Van Shoreditch. “You” and “your” refer to any customer, potential customer, or person whose personal information we process in connection with our services.

2. Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services, complying with legal obligations, and improving customer experience. The types of data we may collect include:

Identity data: name, title, and any relevant identifiers used to confirm your booking or service request.
Contact data: address, phone number, and email address.
Service data: details about the items to be moved, collection and delivery locations, access requirements, dates, times, and instructions.
Payment data: billing details, payment status, transaction references, and limited financial information needed to process payments.
Communication data: records of your messages, calls, complaints, enquiries, and service feedback.
Technical data: basic device or browser information if you contact us through digital channels.
Legal and compliance data: information needed for tax, accounting, insurance, dispute handling, or fraud prevention purposes.

We do not intentionally collect special category data unless it is required by law or you choose to provide it to us for a specific reason. If you do share such information, we will treat it with appropriate care and only use it where a valid legal basis applies.

3. How We Use Your Personal Data

We process your personal data for the following purposes:

to provide quotes and manage service bookings;
to carry out removals, deliveries, loading, unloading, and related support;
to communicate with you about your booking or service;
to process payments and keep accurate accounts;
to manage complaints, claims, and customer service issues;
to meet legal, tax, insurance, and regulatory requirements;
to protect our business, staff, customers, and property;
to improve the quality, efficiency, and safety of our services.

We only use personal data where it is necessary, relevant, and proportionate to the purpose for which it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for each use of personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out removals, and processing payments.

Legal Obligation

We may process personal data when required to meet legal obligations, such as record-keeping, accounting, tax compliance, fraud prevention, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our operations, preventing misuse of services, handling disputes, and maintaining secure records.

Consent

In limited cases, we may rely on your consent, such as for optional communications or specific uses of data. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These may include:

Payment providers who handle transactions securely;
Accountants or tax advisers who support financial and compliance processes;
Insurance providers in connection with claims or risk management;
IT and system support providers who maintain our records and communications systems;
Professional advisers such as legal advisers where needed;
Public authorities when disclosure is required by law.

We require our processors and service providers to handle personal data securely, use it only for authorised purposes, and comply with applicable data protection laws. We do not sell your personal data.

6. Processors and Data Handling

Some external service providers act as processors on our behalf. They may process data only under our instructions and only for the agreed purpose. Examples include systems used for scheduling, record keeping, accounting, payment processing, communications, and secure data storage.

Before appointing any processor, we take reasonable steps to ensure they can provide appropriate technical and organisational security measures. These measures may include access controls, encryption where appropriate, staff confidentiality obligations, and procedures for backing up or restoring data. We also review whether they keep data only for the time required and whether they help us respond to rights requests or incidents.

7. International Transfers

Where personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place. This may include using countries with recognised adequacy decisions or implementing approved contractual protections. We will always aim to keep your data protected to a standard consistent with UK GDPR requirements.

8. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, including for legal, accounting, or reporting requirements. The exact retention period depends on the type of information and why it was collected.

Booking and service records may be retained for a reasonable period after the service ends in case of queries, disputes, or follow-up issues.
Financial and tax records are typically retained for the period required by law.
Communication records may be kept for customer service, complaint resolution, or evidence of instructions.
Incident or claim information may be retained longer where needed to defend or establish legal claims.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances:

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

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been violated. We encourage you to contact us first so we can try to resolve any concern promptly and fairly.

10. Data Security

We use reasonable and appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include limiting access to personal data, using secure systems, training staff on confidentiality, and reviewing our processes regularly. However, no system can be guaranteed completely secure, and we cannot promise absolute security.

11. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is unavoidable in the context of a service request and only where a lawful basis applies. If you believe a child has provided us with personal data in error, you may request that we review and delete it where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or how we process personal data. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we handle your information.

13. Summary of Our Commitment

We respect your privacy and aim to process personal data fairly, transparently, and securely. We collect only the information needed to provide services, use it for clear and lawful purposes, share it only when necessary, and keep it only for as long as required. Our approach is built around confidentiality, accountability, and respect for your rights.

By using Man With Van Shoreditch services, you acknowledge that this Privacy Policy applies to you as a customer in the Shoreditch area.