Privacy Policy

Man and Van Shoreditch Privacy Policy

This Privacy Policy explains how Man and Van Shoreditch collects, uses, stores, and protects your personal data when you use our services. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man and Van Shoreditch customers and prospective customers in our service area, including anyone who contacts us to request information, quotes, or bookings.

Who We Are and Scope of This Policy

Man and Van Shoreditch provides removal and transport services in Shoreditch and the surrounding area. For the purposes of data protection law, we act as the data controller for the personal data we collect and process about you in connection with our services. This Privacy Policy covers all interactions you have with us as a customer or potential customer in our service area, whether you contact us online, by phone, or in person.

Types of Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us and which services you request:

Identification and contact details such as your name, address, service addresses, and other contact details you choose to provide.

Booking and service information such as details of the services you request, collection and delivery locations, access information for properties, dates and times of moves, and notes relating to your booking.

Communication records such as information you provide when you contact us by phone or online, including queries, feedback, and complaints, along with our responses.

Payment and billing data such as records of payments made and amounts due. We do not store full payment card details; these are handled by our chosen payment processors.

Technical and usage data where relevant, such as general information about how you access our website, including the date and time of your visit and basic device information. This may be collected using cookies or similar technologies, where applicable.

How and Why We Collect Your Data

We collect your personal data in a number of ways:

Directly from you when you request a quote, make a booking, contact us with an enquiry, provide instructions for a job, or give feedback or a testimonial.

Automatically when you visit our website, where basic technical data may be collected for security, performance, and analytical purposes.

From third parties where necessary, such as payment service providers or online platforms you may use to contact us or arrange a service.

We use your personal data for the following purposes:

To provide our services including processing quotes and bookings, planning and delivering moves, communicating with you about your service, and managing payments.

To manage our relationship with you including handling enquiries, complaints, and feedback, and maintaining our internal records.

To improve and manage our business including monitoring service quality, training staff, and improving our processes and customer experience.

To comply with legal and regulatory obligations including record-keeping, tax, and accounting obligations.

Lawful Bases for Processing Your Data

We rely on one or more of the following lawful bases to process your personal data:

Contract. We process your data where it is necessary to enter into or perform a contract with you, for example to provide quotes, confirm bookings, deliver services, and manage payments.

Legitimate interests. We process your data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. These interests may include operating and improving our services, managing our relationship with you, preventing fraud, ensuring the security of our systems, and defending legal claims.

Legal obligation. We process your data where it is necessary to comply with our legal obligations, such as tax and accounting requirements, and responding to lawful requests from authorities.

Consent. In some limited situations, we may rely on your consent, for example if you specifically agree to receive certain types of communications or optional services. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties act as data processors or independent controllers, depending on their role.

Examples of data processors we may use include:

Payment service providers that process payments on our behalf.

IT and hosting providers that help us run our systems, website, and communications.

Administrative and support service providers that assist with scheduling, customer communication, or record management.

Professional advisers such as accountants or legal advisers, where required.

Where we use processors, we take steps to ensure that they only process your personal data according to our instructions, that they provide appropriate security measures, and that they comply with applicable data protection laws.

We may also share your data where required by law, for example with law enforcement or regulatory authorities, or where necessary to establish, exercise, or defend legal claims.

International Data Transfers

Where our service providers or their systems are located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that do not provide the same level of data protection. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your personal data in accordance with applicable data protection laws.

Data Retention

We only keep your personal data for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.

In determining the appropriate retention periods, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process your data, and whether we can achieve those purposes by other means, as well as applicable legal requirements.

As a general guideline, we may keep basic customer and transaction records for a number of years after your last interaction with us, in order to maintain business records, meet tax and accounting obligations, and handle any potential disputes. After the relevant retention period expires, we will either delete or anonymise your personal data in a secure manner.

Your Data Protection Rights

Under data protection law, you have certain rights regarding your personal data. These rights apply to all Man and Van Shoreditch customers and prospective customers in our service area, subject to conditions and legal limitations.

Right of access. You have the right to request confirmation of whether we process your personal data and to request a copy of that data.

Right to rectification. You have the right to ask us to correct or complete any personal data that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you may ask us to delete or remove your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction. You may ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to object. You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is necessary for legal claims.

Right to data portability. In certain circumstances, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing prior to withdrawal.

If you wish to exercise any of these rights, please contact us using your usual communication channel. We may need to verify your identity before responding to your request.

Security of Your Personal Data

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and staff training. While we strive to protect your personal data, no system can be completely secure, and we cannot guarantee absolute security.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time, for example to reflect changes in our services, our data processing practices, or applicable laws and guidance. Any changes will take effect when the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contact and Complaints

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise your data protection rights, you can contact us through the usual communication methods you use to reach Man and Van Shoreditch.

You also have the right to lodge a complaint with the Information Commissioner's Office, the UK supervisory authority for data protection matters. We would, however, appreciate the opportunity to address your concerns directly before you contact the supervisory authority, so we ask that you contact us first where possible.