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 removals, deliveries, and related services. It applies to all Shoreditch Man And Van customers in the area, including individuals, households, landlords, tenants, and business clients who use our services in Shoreditch and surrounding local areas.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your data.

1. Data We Collect

We may collect personal data directly from you, from third parties you authorise, or from service-related interactions. The information we collect depends on the nature of the booking and the services requested.

Information you provide

Identity details such as your name and title.
Contact details such as address, phone number, and email address.
Booking information including collection and delivery addresses, preferred dates, access details, and service instructions.
Payment and invoicing details where needed for billing and account management.
Property and move details such as item lists, floor level, parking constraints, and special handling requirements.
Communication records such as enquiries, complaints, confirmations, and changes to bookings.

Information collected automatically or from third parties

Technical data including device type, browser type, and limited service usage information where relevant to booking systems.
Transactional data relating to payments, invoices, and service history.
Third-party information provided by landlords, estate agents, solicitors, building managers, or authorised representatives acting on your behalf.

We do not intentionally collect special category data unless it is strictly necessary for the service and you have provided it voluntarily, for example where access needs or mobility-related requirements must be considered. Where such data is provided, we will treat it with extra care and only use it for the specific purpose for which it was shared.

2. How We Use Your Data

We use personal data to manage enquiries, provide services, and meet legal and operational obligations. In particular, your data may be used to:

process quotes and bookings;
plan and carry out removals, deliveries, and related services;
communicate service updates, access requirements, and schedule changes;
issue invoices, manage payments, and handle refunds or disputes;
respond to complaints, claims, and customer support requests;
maintain business records and service documentation;
protect against fraud, misuse, and security incidents;
comply with legal and regulatory obligations.

We only use personal data for purposes that are compatible with the reason it was collected. If we need to use your data for a new purpose, we will only do so where permitted by law.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing personal data. Depending on the context, Shoreditch Man And Van relies on the following legal bases:

Performance of a contract – when we process data to provide a quoted or booked service, manage logistics, or fulfil our obligations to you.
Legitimate interests – when processing is necessary for our business operations, such as service management, quality control, record keeping, fraud prevention, and improving our services, provided your rights do not override those interests.
Legal obligation – when we must retain or share information to comply with tax, accounting, insurance, or other legal requirements.
Consent – where we ask for your permission, for example in limited situations involving optional communication preferences or the processing of special category data not otherwise covered by another legal basis.

Important: where processing is based on consent, you may withdraw consent at any time. This will not affect the lawfulness of any processing carried out before withdrawal.

4. Sharing Your Data and Processors

We may share personal data only where necessary and proportionate for the purposes described in this policy. We do not sell personal data.

We may share data with trusted processors and service providers who handle information on our behalf, including:

payment service providers;
accounting and bookkeeping services;
IT and cloud storage providers;
booking, scheduling, and customer management systems;
professional advisers such as insurers, legal advisers, or auditors;
subcontracted movers or operational partners where required to complete a service.

These processors are only permitted to use personal data according to our instructions and must apply appropriate security measures. We take reasonable steps to ensure they process data lawfully and protect it from unauthorised access, loss, or misuse.

We may also disclose information where required by law, court order, or a lawful request from a public authority. If a business transfer, merger, or restructuring occurs, customer data may be transferred as part of that process, subject to applicable data protection safeguards.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods vary depending on the type of information and the context in which it is used.

Quotation and enquiry records are generally retained for a limited period to manage follow-up and business records.
Booking and service records are retained for as long as needed to complete the service and address any issues arising afterwards.
Financial and invoicing records are kept for the period required by tax and accounting law.
Complaint, claim, and dispute records may be retained longer where necessary to defend or establish legal rights.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention procedures. We regularly review retained data to ensure it remains relevant and lawful to keep.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, destruction, alteration, unauthorised disclosure, or access. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing with authorised parties only.

While we take reasonable steps to safeguard data, no system can be guaranteed completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in line with applicable legal requirements.

7. Your Rights Under GDPR

You have rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

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 data.
Right to erasure – to request deletion of your data where there is no lawful reason for us to keep it.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to data portability – to receive certain data in a structured, commonly used format where technically feasible.
Right to object – to object to processing based on legitimate interests, or to direct marketing where applicable.
Right to withdraw consent – where consent is the basis for processing.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

8. Children’s Data

Our services are aimed at adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided as part of a household move or service arrangement and only where necessary to complete the service lawfully.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we handle data. Any changes will take effect when published in the updated version. We encourage customers to review this policy periodically to stay informed about how their data is handled.

10. Scope and Application

This Privacy Policy applies to all customers of Shoreditch Man And Van in the area, including anyone who requests a quote, makes a booking, receives a service, or communicates with us in relation to our removals and transport work. By using our services, you acknowledge that your personal data may be processed in the ways described above, subject always to applicable data protection law.

Shoreditch Man And Van is committed to lawful, fair, and transparent processing of personal data and to respecting the privacy rights of every customer.