Privacy Policy - Man And A Van Shoreditch

This Privacy Policy explains how Man And A Van Shoreditch collects, uses, stores, shares, and protects personal data when providing moving, removal, delivery, and related services. It applies to all Man And A Van Shoreditch customers in the area, including people who request quotes, book services, communicate with the business, or otherwise engage with our operations. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, household members, business clients, recipients of deliveries, and any other individuals whose personal data we process in connection with our services. It also applies where a customer acts on behalf of someone else, such as arranging a move for a family member or business colleague.

By using our services or providing us with personal data, you acknowledge that your information will be processed in accordance with this Privacy Policy.

2. Personal data we collect

We may collect the following categories of personal data:

Identity details: name, title, and, where relevant, business name.
Contact details: address, email address, and telephone number.
Service information: details about the move, delivery, property access, item lists, dates, and service preferences.
Payment information: billing details and transaction records. We do not store card information unless necessary through a secure payment provider.
Communication records: emails, messages, notes from phone calls, and records of complaints or feedback.
Access and logistics information: parking details, loading instructions, floor levels, lift access, and other relevant site information.
Technical data: limited website or device information such as IP address or browser type, where applicable and if collected through digital services.

We generally do not seek special category data. However, it may be processed incidentally if you voluntarily include it in correspondence, for example if it is relevant to access arrangements or service requirements. If this occurs, we will handle it with appropriate care and only where lawful to do so.

3. How we collect your data

We collect personal data directly from you when you:

request a quote or booking;
communicate with us by phone, email, or other channels;
provide instructions for a move or delivery;
submit a complaint, enquiry, or feedback;
make a payment or request an invoice;
interact with our staff during the service.

We may also receive data from third parties where necessary to provide services, such as landlords, agents, business partners, insurers, payment processors, or someone acting on your behalf. Where personal data is obtained from a third party, we will ensure it is used only for the purpose for which it was shared.

4. How we use personal data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to arrange, manage, and complete removals and related services;
to communicate with you about bookings, timing, access, and service updates;
to process payments, issue invoices, and manage accounts;
to maintain internal records and business administration;
to deal with complaints, claims, or disputes;
to meet legal, regulatory, insurance, and tax obligations;
to improve service quality, staff training, and operational planning;
to prevent fraud, misuse, or unauthorised access to services.

We only use personal data where it is necessary and proportionate for the purpose stated.

5. Lawful basis for processing

Under the UK GDPR, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, completing moves, processing payment, and communicating essential service information.

Legal obligation

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

Legitimate interests

We may process data where it is necessary for our legitimate interests and where your interests and rights do not override those interests. This may include business administration, service improvement, fraud prevention, and handling customer enquiries or complaints.

Consent

In limited situations, we may rely on your consent, for example for optional communications or other non-essential processing. Where consent is used, you may withdraw it at any time.

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

6. Sharing your data and processors

We may share personal data with trusted third parties who act as processors or independent controllers, depending on the service provided. These may include:

payment service providers;
accountants and bookkeepers;
IT and cloud service providers;
customer communication platforms;
insurance providers and claims handlers;
subcontractors or partners involved in delivering the service;
professional advisers, such as legal advisers, where necessary;
public authorities, regulators, or law enforcement where required by law.

Where a third party acts as a processor, they only process data on our instructions and are required to protect it appropriately. We take steps to ensure processors are bound by confidentiality, security, and data protection obligations.

We do not sell your personal data.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods may vary depending on the type of data and the nature of the transaction.

In general:

quote and booking records may be retained for a reasonable period for business and audit purposes;
invoice and payment records may be retained for the period required by law;
complaints, claims, and dispute records may be kept until the matter is resolved and any related limitation period has expired;
general correspondence is kept only as long as needed for service and administration.

When data is no longer required, it will be securely deleted, anonymised, or archived where appropriate.

8. Data security

We implement appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited user permissions, and staff awareness procedures. While no system can guarantee absolute security, we work to reduce risks and to respond promptly to any suspected incident.

9. International transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or other recognised transfer mechanisms.

10. Your rights

You have rights in relation to your personal data, subject to certain legal limits. These rights include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of data in certain circumstances.
Right to restriction: to request that we limit how we use your data in specific situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request transfer of certain data in a structured format where applicable.
Right to withdraw consent: where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has not been handled properly.

11. Children’s data

Our services are not directed to children as a primary audience. We do not knowingly collect children’s personal data unless it is necessary to provide a service requested by an adult customer and is relevant to the service arrangement. In such cases, we will only process it where lawful and necessary.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The most current version will apply to all processing carried out by Man And A Van Shoreditch in the area. We encourage you to review it periodically.

13. Summary of your privacy protection

We only collect the information needed to provide and manage our moving services, use it under a lawful basis, keep it only as long as necessary, share it only with trusted processors or where required by law, and respect your data rights.