Shoreditch Man and Van Data Protection and Privacy Policy

This Privacy Policy explains how Shoreditch Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers. It applies to all Shoreditch Man and Van customers and enquiries within our service area, regardless of how you contact us or use our services.

Who we are and scope of this policy

Shoreditch Man and Van is a removals and transport service provider operating in and around Shoreditch and the surrounding area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, Shoreditch Man and Van acts as the data controller for the personal data described in this policy.

This policy covers personal data we collect about individual customers, prospective customers, and individuals acting on behalf of business customers within our service area.

Types of personal data we collect

The personal data we collect will depend on how you interact with us and the services you request. We may collect and process the following categories of personal data:

Identification and contact details such as name, postal address, pick-up and drop-off addresses, job locations, and communication preferences.

Communication details such as the content of enquiries, messages, and any other information you choose to provide when you contact us or when we contact you in relation to a booking or quote.

Service and transaction details such as details of the services you request, booking dates and times, inventory descriptions you provide for moves, quotes issued, invoices, payment status, and service history.

Technical and usage information such as information about how you interact with our website or online booking tools, including the date and time of visits, pages viewed, and the device or browser used. Where cookies or similar technologies are used, these will be limited to what is necessary for the functioning and security of our website or as otherwise compliant with applicable law.

Feedback and reviews such as any comments, ratings or testimonials you provide about our services.

How we collect personal data

We collect personal data directly from you when you contact us by phone, online forms, or other communication methods to request information, a quote, or to make a booking. We also collect data when you communicate with us during the performance of a service or when you provide feedback afterwards.

We may receive personal data indirectly from third parties where you authorise another person to arrange our services on your behalf, or where a business customer provides your details as a contact in relation to a job.

Purposes and lawful bases for processing

We process your personal data only when we have a lawful basis under data protection law. The purposes for which we use personal data and the applicable lawful bases include:

To provide quotes and respond to enquiries: We use your identification and contact details, together with information about the services you request, to respond to your questions, provide quotations, and discuss potential bookings. The lawful basis is taking steps at your request prior to entering into a contract and, where applicable, our legitimate interest in responding to prospective customers.

To perform and manage our contracts: We use your personal data to confirm bookings, plan and carry out moves and transport services, manage changes or cancellations, and communicate with you about the job. The lawful basis is the performance of a contract with you.

To manage payments and accounts: We process transaction data such as invoices, payment status and related records in order to manage our accounts and meet our financial and tax obligations. The lawful bases are performance of a contract and compliance with our legal obligations.

To operate and improve our business: We may use limited personal data, such as service history and feedback, to improve our services, train staff, and manage capacity and logistics in our service area. The lawful basis is our legitimate interest in running and improving our business in a way that is proportionate and respects your rights.

To handle complaints and disputes: We process personal data as necessary to investigate and resolve complaints, handle insurance matters where relevant to our services, and manage or defend legal claims. The lawful bases are our legitimate interests and, where applicable, the establishment, exercise or defence of legal claims.

To comply with legal and regulatory obligations: We may process personal data to meet obligations under tax, accounting, or other applicable laws, or to respond to lawful requests from public authorities. The lawful basis is compliance with legal obligations.

Where we rely on legitimate interests, we balance those interests against your rights and expectations and only process personal data where our interests are not overridden by the impact on your privacy.

Data processors and sharing of personal data

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include providers of data storage and hosting, document and accounting systems, and tools used for scheduling and managing bookings.

These processors are only permitted to process your personal data in accordance with our instructions, for the purposes described in this policy, and are required to implement appropriate technical and organisational measures to protect your data.

We may also share personal data with third parties where it is necessary for the performance of our contract with you, for example with additional crew, vehicles or subcontractors engaged to complete a job within our service area. In these cases, they may act as independent data controllers for certain processing activities and will be responsible for their own compliance with data protection law.

We may disclose personal data where required to do so by law, by a regulatory authority, or in connection with legal proceedings, or to protect our rights or the rights of our customers and staff.

We do not sell your personal data and we do not share it with third parties for their own direct marketing purposes.

Data storage, transfers and security

Personal data is stored using secure systems and devices that are subject to appropriate safeguards to protect against accidental loss, unauthorised access, or misuse. Access is restricted to personnel and processors who need it to perform their duties.

Where data is stored or accessed using cloud or hosting services, we aim to ensure that any transfers outside the United Kingdom or European Economic Area are subject to appropriate safeguards in line with data protection laws, such as adequacy regulations or standard contractual clauses, where applicable.

Data retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected and to meet our legal, accounting and reporting requirements.

Enquiry data and quotes that do not lead to a booking are generally retained for a limited period so that we can manage follow-up queries and maintain records of our business activities, after which it will be securely deleted or anonymised.

Data related to completed services, including booking, job and invoice records, is retained for a longer period to comply with legal obligations, such as tax and accounting rules, and for the establishment or defence of any legal claims. At the end of the applicable retention period, data is securely deleted or anonymised.

Your data protection rights

Subject to certain conditions and exemptions under data protection law, individuals whose personal data we process have the following rights:

The right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with information about how it is used.

The right to rectification: You have the right to request that we correct or complete any personal data that you believe is inaccurate or incomplete.

The right to erasure: In certain circumstances, you may request that we delete your personal data. This right is not absolute and may be limited where we need to retain data to comply with legal obligations or to establish or defend legal claims.

The right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our legitimate interests.

The right to object: You have the right to object, on grounds relating to your particular situation, to processing based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds or where processing is needed for legal claims.

The right to data portability: Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller, where technically feasible.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about the way we handle your personal data. We encourage you to contact us first so that we can address your concerns directly where possible.

Children

Our services are intended for adults and business customers. We do not knowingly offer services directly to children or knowingly collect personal data relating to children, except where it forms part of address or household details provided by the person arranging the service.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices or applicable law. Any changes will take effect from the date the updated policy is made available. We recommend that you review this policy periodically to stay informed about how we use and protect your personal data.