Privacy Policy - Man With Van Shadwell

Last updated: June 2026

This Privacy Policy explains how Man With Van Shadwell collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, loading, unloading, and related removal services. This policy applies to all Man With Van Shadwell customers in the area, including people who enquire about our services, book a job, receive a quote, or otherwise interact with us.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018. This policy should be read together with any service terms that apply to your booking.

1. Who We Are

For the purposes of data protection law, Man With Van Shadwell acts as the data controller for personal data we collect and use in the ordinary course of providing our services. This means we decide why and how your personal data is processed.

We take privacy seriously and aim to collect only the information necessary to arrange and perform our services, communicate with customers, manage payments, meet legal obligations, and improve our operations.

2. Personal Data We Collect

We may collect the following categories of personal data:

Identity information: name, title, and any details needed to identify you.
Contact details: address, email address, telephone number, and other communication details you provide.
Booking and service information: details about the move, collection and delivery addresses, dates, times, inventory notes, access information, and service preferences.
Payment information: billing information, payment status, and limited transaction details. We do not store full card data unless required by a secure payment provider.
Correspondence: messages, phone notes, emails, complaints, and records of customer service interactions.
Technical data: basic website or device information if you contact us online, such as IP address, browser type, or approximate location, where relevant and lawfully collected.
Special instructions: any information you choose to provide that is necessary to complete a job safely and effectively, such as fragile item notes or access restrictions.

We generally do not seek to collect special category personal data, such as health information, political opinions, or religious beliefs. If you choose to share such information with us, we will only use it where necessary and where a lawful basis applies.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote;
make a booking;
communicate with us by phone, email, or other messaging methods;
complete forms or provide service instructions;
make a payment or query an invoice;
leave feedback or submit a complaint.

We may also receive information from:

third parties acting on your behalf, such as family members, landlords, estate agents, or business representatives;
payment providers;
insurance providers, where a claim or dispute requires verification;
publicly available sources where necessary to verify addresses or service details.

4. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to manage bookings and deliver moving services;
to confirm access details, logistics, and service requirements;
to communicate before, during, and after a job;
to issue invoices and process payments;
to handle complaints, disputes, or insurance matters;
to maintain business and financial records;
to comply with legal and regulatory obligations;
to improve our services, operations, and customer experience;
to protect our business, staff, and customers from fraud or misuse.

We only use personal data for the purpose it was collected for, unless we reasonably consider that another compatible purpose applies or a legal obligation requires otherwise.

5. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each processing activity. We rely on the following:

Contract

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

Legal Obligation

We may process and retain certain information to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights do not override those interests. This may include running our business efficiently, preventing fraud, improving service quality, handling disputes, and keeping internal records. We assess these interests carefully to ensure your privacy is respected.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily agree to receive certain non-essential communications or where specific optional information is collected. You may withdraw consent at any time, where it is the legal basis used.

6. Sharing Your Data and Processors

We do not sell personal data. However, we may share it with trusted third parties where necessary to run our service. These third parties act as processors or independent controllers depending on the service they provide.

Processors may include:

Payment processors that securely handle payments and transaction checks;
IT and cloud service providers that store or support our systems, communications, or backups;
Accounting and bookkeeping providers that assist with financial administration;
Customer communications tools used to send booking confirmations or service updates;
Insurance providers or claims handlers where a claim, damage report, or dispute needs review;
Professional advisers such as lawyers, accountants, or auditors, where necessary;
Regulatory, law enforcement, or government bodies where we are legally required to disclose information.

We require our processors to process personal data only on our instructions, to use appropriate security measures, and to keep data confidential. Where a third party is an independent controller, their own privacy notice may also apply.

7. International Transfers

Some service providers may store or process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as UK adequacy regulations, Standard Contractual Clauses with relevant addenda, or other lawful transfer mechanisms recognised under data protection law.

8. Data Retention

We retain personal data only for as long as necessary for the purposes described in this policy. Retention periods may vary depending on the type of information and the reason for keeping it.

Booking and customer records: kept for a period necessary to manage the service and resolve any follow-up issues.
Financial and tax records: retained for the period required by law.
Complaints, claims, and dispute records: kept for as long as needed to defend or establish legal claims.
General correspondence: retained only while relevant to the service relationship or business administration.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These may include access controls, secure storage, staff confidentiality duties, and limited data sharing on a need-to-know basis.

Although no system can be completely secure, we take reasonable steps to reduce risk and review our practices periodically.

10. 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 data;
Right to erasure: to request deletion of 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 is based on consent, you can withdraw it at any time;
Right to complain: to raise concerns with the relevant supervisory authority if you believe your data rights have been infringed.

Some rights are subject to conditions and exceptions. For example, we may need to retain certain records to meet legal obligations or to defend legal claims.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is supplied by an adult customer as part of a legitimate booking or service arrangement. If we become aware that data has been collected improperly, we will take steps to delete it where appropriate.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise made available.

By using Man With Van Shadwell services, making an enquiry, or placing a booking, you acknowledge that you have read and understood this Privacy Policy.

This policy is intended to provide clear information about how we process personal data and to help customers understand their rights and our responsibilities.