Privacy Policy - Shoreditch Man And Van

This Privacy Policy explains how Shoreditch Man And Van collects, uses, stores, shares, and protects personal data when providing removal, delivery, packing, loading, unloading, and related services. It applies to all Shoreditch Man And Van customers in the area, including individuals and businesses who enquire about, book, receive, or otherwise use our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so that you understand how your information is managed and what rights you have.

1. Personal Data We Collect

We collect only the information needed to deliver our services safely, efficiently, and professionally. The types of personal data we may collect include:

Identity details such as your name, title, and company name if applicable.
Contact details such as your phone number, email address, and address.
Service information such as collection and delivery addresses, access notes, floor level, property type, and moving requirements.
Payment information such as billing details and transaction records. We do not store full card details where these are handled by secure payment providers.
Communication records such as emails, call notes, text messages, and any information you provide when making a booking or complaint.
Technical data if you interact with our digital systems, including basic device and usage data where relevant for security and service improvement.

We may also collect information about your items or property that is necessary to complete the move, such as the size, weight, or special handling needs of goods. In limited cases, we may process special category data only if you voluntarily provide it and only where required for a specific legal reason, for example to support an access requirement or safety arrangement. We do not seek such data unless there is a clear and legitimate purpose.

2. How We Use Your Data

We use personal data to provide and manage our services effectively. This may include:

responding to enquiries and preparing quotations;
confirming bookings and managing schedules;
planning routes, loading arrangements, and staffing;
carrying out removals, deliveries, and related work;
issuing invoices, processing payments, and maintaining records;
communicating service updates, changes, or issues;
handling complaints, claims, and service disputes;
meeting legal, tax, accounting, and insurance obligations;
protecting against fraud, misuse, or unlawful activity;
improving our service quality, efficiency, and customer experience.

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

3. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the situation, the lawful basis may be one or more of the following:

Contract

We process data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes creating quotes, confirming bookings, arranging a move, and providing the agreed service.

Legal obligation

We may process information to comply with legal duties, including tax, accounting, insurance, health and safety, and record-keeping obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests do not override your rights and freedoms. This may include managing operations, preventing fraud, maintaining internal records, improving services, and resolving disputes.

Consent

In limited circumstances, we may rely on your consent, for example where you choose to provide optional information or agree to certain communications. Where consent is used, you may withdraw it at any time.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties where necessary to deliver our services, manage our business, or comply with the law. Such recipients may act as processors or, in some cases, independent controllers.

Examples of processors and service providers may include:

Payment processors that handle secure payment transactions.
IT and cloud service providers that store data, support email, scheduling, and record management systems.
Accounting and bookkeeping providers that assist with invoicing, bookkeeping, and compliance.
Customer communication tools used to send booking updates or service-related messages.
Insurance providers, legal advisers, or claims handlers where required to manage a claim or legal matter.
Subcontractors or operational partners involved in completing a move or associated service.

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

We may disclose data if required by law, regulation, court order, or where necessary to protect our rights, customers, staff, or the public.

5. International Transfers

Where any processor stores or accesses data outside the UK, we take appropriate steps to protect that information. This may include using approved contractual safeguards and assessing whether additional measures are needed to keep the data secure and lawful.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, tax, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general:

booking and service records are kept for a reasonable period to manage administration and disputes;
invoicing, accounting, and tax records are retained for the period required by law;
complaints, claims, or legal correspondence may be retained for longer where needed to establish or defend a legal position;
data that is no longer required is securely deleted or anonymised.

Retention is based on necessity, and we regularly review records to ensure we do not keep personal data longer than needed.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be completely secure, we aim to apply safeguards that are appropriate to the nature of the data we handle.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing relies on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you are unhappy with how your data is handled. We encourage you to raise concerns directly first so that we can try to resolve them promptly and fairly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a service request made by an adult customer and only where necessary for the arrangement of the service.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Summary of Our Commitment

Shoreditch Man And Van respects your privacy and handles personal data with care. We collect only what is necessary, use it for clear and lawful purposes, keep it only as long as needed, and share it only with trusted processors or where required by law. We aim to give every customer in the Shoreditch area a service that is both efficient and compliant with data protection standards.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.