Privacy Policy - Man With A Van Shoreditch

This Privacy Policy explains how Man With A Van Shoreditch collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man With A Van Shoreditch customers in the area, including anyone who requests a quote, makes a booking, communicates with us, or receives our moving and transport services. We are committed to handling personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Shoreditch provides local and long-distance van transport, removals, item delivery, and related logistical services. In the course of delivering these services, we may need to collect and process personal data from customers, business clients, and other individuals involved in a booking. We only process data that is relevant and necessary for the purposes described in this policy.

2. Personal Data We Collect

We may collect and process the following categories of data:

Identity details: name, title, and any information you provide to confirm who you are.
Contact details: phone number, email address, billing address, and service address.
Booking information: moving date, collection and delivery locations, item descriptions, access details, and service preferences.
Payment information: payment status, transaction reference details, and invoicing records. We do not store unnecessary payment card data where payment processing is handled securely by third parties.
Communication records: emails, messages, call notes, and other correspondence relating to enquiries, quotations, and service delivery.
Service-related data: instructions for handling items, parking or access details, inventory notes, and any special requirements linked to the job.
Technical data: limited website or device information if you interact with our online services, such as IP address, browser type, and usage data, where applicable.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a legitimate reason, such as requesting support for accessibility needs. In such cases, we process it carefully and only when permitted by law.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to arrange, manage, and complete bookings;
to communicate with customers about service updates, timing, and access;
to process payments, issue invoices, and maintain business records;
to handle complaints, claims, and service disputes;
to meet legal, tax, insurance, and regulatory obligations;
to improve our services, train staff, and manage business operations;
to prevent fraud, misuse, and unlawful activity.

We only use your information for purposes that are compatible with the reason it was collected. Where required, we will ask for additional permission before using data for a new purpose.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. We rely on the following grounds:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging transport, confirming service details, and completing payments.

Legal Obligation

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

Legitimate Interests

We may process personal data where it is reasonably necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include handling enquiries, improving services, maintaining business security, and managing claims or disputes.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive non-essential communications or provide optional information. When consent is used, you may withdraw it at any time.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for processing.

Booking and service records: retained for a reasonable period after the job is completed for administration, dispute resolution, and customer support.
Financial and tax records: retained for the period required by law.
Communication records: retained as long as needed to manage queries, follow up on services, or resolve issues.
Marketing-related data: retained until you withdraw consent or object, where applicable.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our data retention practices.

6. Sharing Data and Processors

We may share personal data with trusted third parties only when necessary for service delivery, legal compliance, or business administration. These third parties act as processors or independent controllers depending on the context.

Examples of processors may include:

IT and system providers: used to host, store, or maintain business records and communication systems.
Payment service providers: used to securely process payments.
Accounting and invoicing services: used for financial record management and compliance.
Customer communication tools: used to organise enquiries and service updates.
Operational subcontractors: where necessary to deliver the booked service, subject to confidentiality and data protection requirements.

We require processors to handle data securely, only on our instructions, and in compliance with applicable data protection law. We do not sell personal data.

7. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections. We take steps to ensure that transferred data remains protected to a standard consistent with UK GDPR requirements.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, and staff awareness procedures. While no system can be guaranteed to be completely secure, we aim to maintain a level of protection appropriate to the risk involved.

9. Your Rights

As a data subject under GDPR, you have several rights regarding your personal data. These rights may be subject to legal limitations, but we will always assess and respond to requests appropriately.

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can request correction of inaccurate or incomplete data.
Right to erasure: you can ask for your data to be deleted in certain circumstances.
Right to restrict processing: you can request limits on how we use your data in certain situations.
Right to data portability: you can request that data you provided to us be transferred to you or another provider, where applicable.
Right to object: you can 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.

If you wish to exercise any of these rights, we will respond in accordance with legal requirements. We may need to verify your identity before acting on a request to protect your privacy and security.

10. Automated Decision-Making

We do not rely on fully automated decision-making that produces legal or similarly significant effects on individuals. If this position changes, we will update this policy and provide the required information about how such processing works and the rights available to you.

11. Children’s Data

Our services are intended for adults and businesses arranging transport or moving services. We do not knowingly collect personal data from children unless it is necessary in the context of a booking and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Man With A Van Shoreditch is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear purposes, store it for no longer than necessary, and share it only with trusted processors or where required by law. Our aim is to respect privacy, protect data, and maintain compliance with GDPR for every customer in the area we serve.