Privacy Policy - Man And Van Shoreditch

Man And Van Shoreditch is committed to protecting the privacy and personal data of every customer, enquiry, and service user. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our moving and transport services. It applies to all Man And Van Shoreditch customers in the area, including individuals and businesses who request quotes, make bookings, or use our services.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Man And Van Shoreditch acts as the data controller for the personal data described in this policy. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We collect only the personal data necessary to provide our services, manage customer relationships, and comply with legal obligations. Depending on how you interact with us, we may collect the following categories of data:

Identity information: name, title, and any business name provided.
Contact information: address, email address, and telephone number.
Booking and service details: move date, pickup and delivery locations, item lists, access notes, and service preferences.
Payment information: billing details, payment status, and transaction records. We do not keep unnecessary card information where payment is processed through secure third-party systems.
Communication records: emails, messages, call notes, and complaint or feedback details.
Service history: previous quotations, bookings, and job records.
Technical data: limited device or usage information where needed for security, fraud prevention, and service improvement.

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, for example where health-related access needs affect a move. In such cases, we process the information only when appropriate safeguards are in place and only for the purpose for which it was shared.

3. How We Use Your Data

We process personal data for the following purposes:

to provide quotations and arrange moving services;
to manage bookings, schedules, and job execution;
to communicate with customers about service updates, changes, and follow-up;
to process payments and issue invoices or receipts;
to handle complaints, disputes, and customer support;
to maintain business records and improve service quality;
to detect and prevent fraud, misuse, or unlawful activity;
to comply with accounting, tax, and other legal obligations.

We only use personal data in ways that are compatible with the original reason it was provided, unless we have a lawful basis to use it differently.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following bases depending on the activity:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, arranging the move, and completing the service you requested.

Legal obligation

We process some information to comply with legal duties, including tax record-keeping, accounting, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This includes customer service management, service improvement, internal record-keeping, and fraud prevention. When relying on this basis, we assess the impact on your privacy and ensure that our use is proportionate.

Consent

Where required, we may rely on your consent, for example if you provide certain optional information or agree to specific forms of communication. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We do not sell personal data. However, we may share data with trusted third parties, known as processors, who act on our instructions and are contractually required to protect your information. These may include:

Payment processors for secure transaction handling;
IT and cloud service providers for data storage, email, scheduling, and system support;
Accounting and bookkeeping providers for financial administration and statutory record-keeping;
Customer communications providers where messages are sent or managed through secure systems;
Professional advisers such as lawyers, insurers, or auditors where needed;
Subcontracted service providers if required to complete a booking or support a move.

We only share the minimum amount of data required for each purpose. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses where applicable.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods vary depending on the type of record and the reason it is held.

Quotation and booking data: kept for a reasonable period to manage the service relationship and resolve any follow-up queries.
Invoice and payment records: retained in line with tax and accounting obligations.
Customer communications: kept as long as needed to manage service issues, complaints, or contractual matters.
Operational records: retained for business administration and evidence of service delivery.

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

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, confidentiality procedures, and limiting access to staff or processors who need the data for legitimate business purposes.

Although no system can be completely secure, we work to maintain an appropriate level of protection. If a personal data breach occurs and is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable legal obligations.

8. Your Rights Under GDPR

As a data subject, you have certain rights regarding your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is the lawful basis;
Complain to the relevant supervisory authority if you believe your data has been handled unlawfully.

To help protect your privacy, we may need to verify your identity before responding to a rights request. We aim to respond within the time limits required by law.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is provided by an adult customer as part of a service arrangement. If we become aware that we have collected data improperly, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man And Van Shoreditch respects your privacy and processes personal data lawfully, fairly, and transparently. We collect only what is needed to deliver our services, rely on clear lawful bases under GDPR, use trusted processors under contract, retain information for only as long as necessary, and support your rights over your personal data. This policy applies to all Man And Van Shoreditch customers in area and is designed to ensure responsible handling of your information at every stage of the service.