Privacy Policy - Shoreditch Man And Van

This Privacy Policy explains how Shoreditch Man And Van collects, uses, stores, and protects personal data in connection with the services we provide. It applies to all Shoreditch Man And Van customers in the area, including individuals, households, landlords, tenants, and businesses that use our removal, delivery, and transport services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Shoreditch Man And Van acts as a data controller for the personal data we collect and use when you request a quote, make a booking, communicate with us, or receive our services. This means we decide how and why your personal data is processed. We take data protection seriously and aim to process only the information we need for legitimate business and service purposes.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and, where relevant, business name.
Contact details such as phone number, email address, and service address.
Booking information including dates, times, pickup and delivery locations, and service preferences.
Payment-related information necessary to process transactions, invoices, and records of payments made.
Communication records such as messages, notes from calls, and correspondence about your booking or service requirements.
Service and operational details such as access instructions, item lists, parking arrangements, and special handling needs.
Technical information if you contact us through digital channels, such as device or usage data, where applicable and lawfully collected.

We do not seek to collect more information than is necessary. In some cases, you may choose to provide additional details to help us deliver the service safely and efficiently, for example information about fragile items or property access constraints.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To manage bookings and deliver removal, transport, and related services.
To communicate with you about scheduling, access, service changes, and completion of work.
To take payment, issue invoices, and maintain business records.
To improve service quality, planning, and operational efficiency.
To handle complaints, disputes, or insurance-related matters.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property against fraud, misuse, or safety risks.

We will only use your data in ways that are compatible with the purpose for which it was collected, unless we have a lawful basis to use it otherwise.

4. Lawful Basis for Processing

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

Contract

We process personal 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 providing quotes, confirming bookings, and delivering the services you have requested.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include service administration, record keeping, business planning, communication management, and fraud prevention. We always consider whether processing is reasonable and proportionate.

Legal Obligation

We may process and retain certain data to meet legal obligations, including tax law, accounting rules, insurance requirements, and other regulatory duties.

Consent

In limited situations, we may rely on your consent, for example where optional marketing communications are involved or where consent is otherwise required. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Information and Processors

We may share personal data with trusted third parties where necessary for the purposes described in this Policy. These third parties act as processors or, in some cases, separate controllers. We only share the minimum information required and require appropriate data protection safeguards.

Processors may include:

Payment service providers that help process card or electronic payments.
Accounting and bookkeeping providers that support financial records and tax compliance.
IT and software providers that help us store data securely, manage scheduling, or maintain systems.
Communication service providers that support email, telephone, or messaging functions.
Insurance or claims handling providers where a claim or incident requires review.

We may also disclose information where required by law, court order, or lawful request from a public authority. We do not sell personal data.

6. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure suitable safeguards are in place, such as an adequacy decision, standard contractual clauses, or equivalent legal protections. We take reasonable steps to ensure your information remains protected wherever it is processed.

7. Data Retention

We keep personal data only for as long as necessary for the purposes set out in this Policy, including satisfying legal, accounting, and operational requirements. Retention periods may vary depending on the type of information and the reason for collecting it.

In general:

Quotation and booking records may be kept for an appropriate period to manage follow-up queries, service history, and disputes.
Financial and invoicing records may be retained for the period required by tax and accounting law.
Communication records may be retained for operational continuity and complaint handling.
Claims or incident-related data may be held for as long as needed to resolve the matter and meet legal obligations.

When personal data is no longer needed, we will delete it or anonymise it securely.

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 restricted access, secure storage, staff awareness, and data minimisation. While no system can be guaranteed to be completely secure, we work to protect your data to a standard that is appropriate to the risk involved.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to exemptions and conditions depending on the circumstances.

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

If you wish to exercise any of these rights, we will review your request and respond in line with applicable law. We may need to verify your identity before acting on your request.

10. Marketing Preferences

Where we send optional marketing communications, we will do so only where permitted by law. You can choose not to receive such messages and, where relevant, you can change your preferences at any time. We respect your choices and do not use personal data for marketing beyond what is lawful and necessary.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from anyone under the age at which they can lawfully enter into a service agreement without appropriate consent. If we become aware that we have collected such data without a lawful basis, we will take steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this Policy periodically so that you remain informed about how your data is handled.

13. Summary of Our Commitment

Shoreditch Man And Van is committed to processing personal data responsibly, securely, and lawfully. We collect only what we need, use it for clear and legitimate purposes, retain it only as long as necessary, and respect your rights under data protection law. This Policy applies to all Shoreditch Man And Van customers in the area, and it is intended to give you clear information about how your personal information is handled when you use our services.