Man with Van Shadwell Privacy Policy

This Privacy Policy explains how Man with Van Shadwell collects, uses, stores, and protects personal data in connection with our moving and transport services. It applies to all Man with Van Shadwell customers and prospective customers in the Shadwell area and surrounding locations, as well as any individuals who contact us or interact with us in relation to our services.

We are committed to protecting your privacy and handling your personal data in accordance with the United Kingdom General Data Protection Regulation, the Data Protection Act 2018, and all other applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you engage with Man with Van Shadwell:

Identification and contact details such as your name, address, pick-up and drop-off addresses, billing address, and other location details related to the move. Contact details such as your preferred method of contact and the content of your communications with us. Service information such as details about the items to be moved, access information for properties, service preferences, and dates and times of bookings. Transaction and payment information such as amounts charged, payment confirmations, and any relevant invoicing details. Technical and usage information such as information you provide through online enquiry forms and basic device or browser data that may be transmitted when you access our online content. Communications and feedback such as enquiries, complaints, reviews, and any other feedback you provide about our services.

We do not intentionally collect special categories of personal data, such as information about your health, religion, or other sensitive information. If such information is shared with us in the context of booking or performing our services, we will treat it with additional care and process it only where necessary and lawful.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote or make a booking, provide information by telephone or in person, fill in an online form, or otherwise communicate with us about our services. We may also receive personal data indirectly when another person books a service on your behalf, when we receive referral information from partners, or when limited technical data is generated by your use of our online content.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a valid lawful basis under data protection law. The main purposes for which we process your data and the corresponding lawful bases are as follows.

To provide moving and transport services. This includes creating and managing bookings, planning routes, sending confirmations, contacting you about timing or access, and delivering the agreed service. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To manage customer relationships. We use your data to respond to enquiries, provide quotes, handle complaints, and maintain records of our interactions with you. The lawful basis is performance of a contract and our legitimate interests in running our business and providing effective customer service.

To process payments and maintain financial records. We process transaction data to take payment for services, issue invoices or receipts, and maintain accounting and tax records. The lawful bases are performance of a contract, compliance with legal obligations, and our legitimate interests in maintaining accurate records.

To improve and manage our services. We may use feedback, enquiry patterns, and anonymous or aggregated data to monitor service quality, train staff, and improve our processes. The lawful basis is our legitimate interests in developing and improving our services.

To send service related communications. We may contact you with important information about your booking, changes to our services, or legally required notices. The lawful bases are performance of a contract, compliance with legal obligations, and our legitimate interests.

Where required, we may also rely on your consent, for example for certain types of optional marketing. Where we rely on consent, you have the right to withdraw it at any time.

Data Sharing and Processors

We may share your personal data with carefully selected third parties only where necessary and lawful. These third parties may include payment processors who process card or electronic payments on our behalf, IT and hosting providers who support our booking systems and data storage, professional advisers such as accountants or legal advisers where necessary for business or legal reasons, and subcontractors or drivers involved in delivering the service when they need the information to perform the job.

When we use third party service providers as data processors, they process your personal data only on our documented instructions, are subject to confidentiality obligations, and are required to implement appropriate technical and organisational measures to protect your data. We do not sell your personal data to third parties.

International Data Transfers

Our general approach is to store and process your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer personal data outside these regions, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to protect your data in line with applicable laws.

Data Retention

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

Booking and service records are typically retained for a period that allows us to handle any queries, complaints, or legal claims arising from the service and to meet our tax and accounting obligations. Financial records connected with payments and invoices are generally retained for the period required under applicable tax and company laws. Communications and enquiry records are retained for a period consistent with our retention policies, taking into account our legitimate interests in maintaining records of our interactions.

When the retention period expires, or if data is no longer needed, we will securely delete or anonymise it.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include limiting access to personal data to staff and service providers who need it for their duties, using appropriate security controls for our systems and devices, and providing guidance to staff on handling personal data securely.

While we take reasonable steps to safeguard your data, no system can be completely secure. You are encouraged to take care when sharing personal information and to contact us promptly if you believe your data may have been compromised in connection with our services.

Your Data Protection Rights

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

You have the right to access your personal data and obtain a copy of the information we hold about you. You have the right to request correction of inaccurate or incomplete personal data. You have the right to request erasure of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and there is no legal reason for us to retain it.

You have the right to request restriction of processing in specific situations, such as where the accuracy of the data is contested or you have objected to processing and the matter is being considered. You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation, and we will stop processing unless we have compelling legitimate grounds or need the data for legal claims. Where we rely on your consent to process data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal. You also have the right to data portability in certain circumstances, meaning you can request that we provide some personal data to you or another controller in a structured, commonly used, and machine readable format.

If you wish to exercise any of these rights, please contact us using the usual contact details you use for our services. We may need to verify your identity before responding to your request.

Complaints and Regulatory Rights

If you have concerns about how we handle your personal data, you are encouraged to contact us so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority. Details of how to do this are available directly from the authority.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will be made available through our usual customer information channels, and the revised policy will apply from the date it is published.

By continuing to use Man with Van Shadwell services after changes take effect, you acknowledge the updated terms of this Privacy Policy. We recommend that you review this policy periodically so that you remain informed about how we handle your personal data.