Privacy Policy
Man and a Van Shoreditch Privacy Policy
This Privacy Policy explains how Man and a Van Shoreditch collects, uses, stores and protects personal data when you use our services. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man and a Van Shoreditch customers and prospective customers within our service area, including individuals and businesses who make enquiries or bookings with us.
Who This Privacy Policy Applies To
This Privacy Policy applies to all customers, prospective customers and website visitors of Man and a Van Shoreditch in our local service area. It covers individuals who contact us to request a quote, book a removal or transport service, or otherwise interact with us offline or online.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:
Identity details such as name and title.
Contact details such as address, collection and delivery addresses, and general location information within our service area.
Booking and service details such as preferred dates and times, description of items to be moved, access information for properties, and any special instructions you provide.
Communication information such as the content of enquiries, quotations, and correspondence related to your booking or any follow up questions.
Payment and transaction information relating to invoices and payments made for our services. Card details are not stored by us if you pay via a secure third party payment provider.
Technical and usage information such as basic device and browser details, and general usage information from our website, where applicable. This may include data collected via cookies or similar technologies, where permitted by law.
How We Collect Your Data
We collect personal data directly from you when you contact us, for example by phone, online form, or in person. We may also collect your data when:
You request a quotation for our man and van services.
You confirm a booking or change an existing booking.
You provide feedback or make a complaint.
You interact with our website, including by submitting any online forms.
In some cases, we may receive your details from a third party who is arranging a move on your behalf, for example a relative, friend or business partner. In these cases, we will treat your data in accordance with this Privacy Policy.
Purposes and Lawful Basis for Processing
We only process your personal data when we have a lawful basis to do so under the UK GDPR. The main purposes and lawful bases are:
To provide quotations and carry out our services. We use your identity, contact and service details to prepare a quote, schedule your move and carry out our man and van services. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage our relationship with you. This includes handling enquiries, rescheduling, sending booking confirmations, and responding to feedback or complaints. The lawful basis is performance of a contract and our legitimate interests in running our business and maintaining customer relationships.
To process payments and maintain accounts. We process transaction information to issue invoices and keep financial records. The lawful basis is performance of a contract and compliance with legal obligations relating to accounting and taxation.
To improve our services. We may use aggregated or minimised personal data to analyse service quality, demand in different parts of our service area, and to improve how we operate. The lawful basis is our legitimate interests in developing and improving our business.
To comply with legal and regulatory requirements. We may process your data where necessary to comply with laws, regulations, court orders or requests from regulatory bodies. The lawful basis is compliance with legal obligations.
With your consent. In some limited cases we may ask for your consent, for example for certain types of optional marketing or the use of specific cookies. Where we rely on consent, you may withdraw it at any time.
Data Retention
We only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including any legal, accounting or reporting requirements. The exact retention period will depend on the type of data and the nature of your relationship with us, but in general:
Booking and service records are usually retained for a period necessary to deal with any follow up queries, complaints or claims, and to comply with legal and tax obligations.
Financial and invoicing information is retained as required by tax and accounting laws.
Enquiry information where no booking is made is kept for a limited period, after which it is deleted or anonymised unless you request earlier deletion where applicable.
When we no longer need your personal data, we will securely delete or anonymise it in line with our data retention procedures.
Data Processors and Third Parties
We may use carefully selected third party service providers to help us operate our business and deliver services to you. These third parties act as data processors and may process your personal data on our behalf. Examples include:
Payment processing providers who handle secure payments and refunds.
IT and hosting providers who support our website, email and data storage systems.
Professional advisers such as accountants who assist with our legal and financial obligations.
These processors are only permitted to process your personal data in accordance with our instructions and for the purposes specified by us. They are required to implement appropriate technical and organisational measures to protect your data and are not allowed to use it for their own independent purposes.
We may also share your personal data with other third parties where required by law, where necessary to protect our rights, or in the context of a business transfer, such as a sale or restructuring of our business, in which case your data would remain subject to protections consistent with this Privacy Policy.
International Data Transfers
Where we use processors or service providers located outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your personal data. This may include using contracts based on recognised data protection clauses or relying on adequacy regulations where applicable.
Data Security
We take the security of your personal data seriously and implement reasonable technical and organisational measures to protect it against accidental loss, unauthorised access, alteration or disclosure. Measures may include access controls, secure storage practices, and limiting access to personal data to those who need it for a legitimate business purpose.
Your Data Protection Rights
Under the UK GDPR, you have several rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations, but we will always respond to any request in accordance with applicable law. Your rights include:
Right of access. You can request confirmation of whether we hold your personal data and ask for a copy of that data, along with certain additional information about how we use it.
Right to rectification. You can ask us to correct or complete any personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the original purpose and we have no other lawful basis for retaining it.
Right to restriction of processing. You can ask us to limit how we use your data in certain situations, such as while we are assessing a request to rectify data or an objection to processing.
Right to object. You can object to certain types of processing based on our legitimate interests. We will then stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or unless processing is required for legal claims.
Right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format, or that we transfer it directly to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent for processing, you can withdraw your consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
If you wish to exercise any of these rights, please contact us using the details provided on our website or in your booking confirmation. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have concerns about how we handle your personal data, please contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any changes will be posted on our website and will apply from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
