Privacy Policy - Shoreditch Man And Van

Effective Date: This Privacy Policy applies to all Shoreditch Man And Van customers in the Shoreditch area and to anyone who contacts us for quotes, bookings, or support.

Shoreditch Man And Van is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Shoreditch Man And Van provides moving, delivery, and transport services to customers in Shoreditch and the surrounding area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services.

We are responsible for deciding how and why your personal data is processed. We only collect and use data where we have a valid legal reason to do so, and we take appropriate steps to safeguard that information.

2. Personal Data We Collect

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

Identity details: name, title, and any business name you provide.
Contact details: address, email address, and telephone number.
Service information: moving date, pickup and delivery addresses, property access details, item descriptions, and service preferences.
Payment information: payment method, billing details, and transaction records. We do not store full payment card details unless required by our payment provider.
Communication records: emails, messages, call notes, complaints, and feedback.
Technical data: basic website or device information where relevant, such as IP address, browser type, and cookies used for site functionality, if applicable.
Special instructions: any additional information you choose to share that is necessary for the safe performance of our services, such as access needs or handling requirements.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, or use our services. In some cases, we may receive information from third parties such as payment processors, business partners, or referral sources where this is necessary for service delivery.

3. How We Use Your Data

We use your personal data for the following purposes:

to provide quotes, arrange bookings, and deliver our moving and transport services;
to communicate with you about your booking, service updates, or changes;
to manage payments, invoices, and accounting records;
to respond to enquiries, complaints, or support requests;
to maintain records for legal, tax, and business administration purposes;
to improve our services, operations, and customer experience;
to protect our business, staff, and customers from fraud or misuse;
to comply with applicable laws and regulatory obligations.

We only process the data that is necessary for the specific purpose in question. Where possible, we minimise the amount of data collected and retain it only for as long as needed.

4. Lawful Basis for Processing

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

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and processing payments.

Legal obligation

We may process and retain certain information where required to comply with legal obligations, such as accounting, tax, insurance, or record-keeping requirements.

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 and freedoms. This may include service administration, fraud prevention, internal record-keeping, and improving our operations.

Consent

Where we rely on your consent, for example for certain optional communications or non-essential cookies, you may withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.

5. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties who process data on our behalf or who need it to provide services connected to your booking.

Examples of processors and recipients may include:

Payment processors that handle card or online payments;
Accounting and bookkeeping providers that help manage financial records;
IT and cloud service providers that support secure storage, email, and administration systems;
Scheduling or customer management tools used to organise bookings and service delivery;
Professional advisers such as accountants, insurers, or legal advisers where needed;
Public authorities or regulators where disclosure is required by law.

Any processor acting on our behalf is required to handle personal data securely, use it only for the agreed purpose, and comply with data protection law. We aim to ensure that appropriate contractual safeguards are in place before any processing takes place.

6. International Transfers

Where any of our service providers store or process data outside the United Kingdom, we will take reasonable steps to ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information.

7. Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.

Booking and service records: retained for a period that supports customer service, dispute handling, and business administration.
Financial and tax records: retained for the period required by law.
Communication records: retained for as long as needed to resolve queries, maintain accurate records, or support our legitimate interests.
Consent-based data: retained until you withdraw consent or the data is no longer needed for the original purpose.

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

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions or exemptions.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in some circumstances, you can ask us to delete your personal data.
Right to restriction: you can request that we limit how we use your data in certain situations.
Right to data portability: you may request that we provide certain information in a structured, commonly used format.
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 and within the applicable time limits. We may need to verify your identity before acting on your request.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

While we take reasonable steps to protect your data, no method of transmission or storage is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with legal requirements.

10. Cookies and Similar Technologies

If we use cookies or similar technologies, they will only be used where necessary for site operation, security, analytics, or user experience improvement. Where required, we will ask for your consent before placing non-essential cookies. You can manage cookie settings through your browser or device controls.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is provided incidentally in connection with a booking or service arrangement. If we become aware that we have collected such data inappropriately, we will take reasonable steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or communicated to you. We encourage you to review it periodically to stay informed.

13. Summary of Your Privacy Commitments

Shoreditch Man And Van will only use your personal data where there is a valid legal reason, will keep it secure, will share it only when necessary with trusted processors or legal authorities, and will retain it only for the time needed. This policy applies to all Shoreditch Man And Van customers in the area and is designed to ensure your data is handled in a transparent and responsible way.

By using our services, you acknowledge that you have read and understood this Privacy Policy.