Privacy Policy - Man With Van Shacklewell

This Privacy Policy explains how Man With Van Shacklewell collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Shacklewell customers in area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with our services in connection with removals, transport, packing, loading, unloading, and related moving support.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of information we collect, the lawful basis for processing, how long we keep data, the third parties we may use to process data on our behalf, and the rights available to individuals.

1. Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The information we collect may include:

Identity details: name, title, and any relevant identification information provided for booking or verification purposes.
Contact details: address, email address, phone number, and any preferred communication method.
Service details: property addresses, moving dates, inventory details, access information, and service preferences.
Payment and billing information: payment records, invoices, transaction confirmations, and limited financial details required for processing payments.
Correspondence: messages, notes, complaints, feedback, and records of communications with us.
Website or enquiry data: if you contact us through an online form or similar channel, we may collect technical and submission data such as time, date, and the content of your message.
Special category data: we do not intentionally collect special category data. If such data is provided inadvertently, it will only be processed where strictly necessary and in accordance with data protection law.

We generally collect personal data directly from you when you request a quote, book a service, ask a question, or communicate with us. In limited cases, we may receive information from third parties such as payment providers, property managers, or a person acting on your behalf, where this is necessary to deliver the service.

2. How We Use Your Data

We process personal data for the following purposes:

to provide moving, packing, delivery, and related services;
to prepare quotations and confirm bookings;
to communicate with you about schedules, access, changes, or service updates;
to process payments, refunds, invoices, and account-related matters;
to manage customer service, complaints, and dispute resolution;
to comply with legal, tax, accounting, and regulatory obligations;
to maintain internal records and improve our service delivery;
to prevent fraud, misuse, or unauthorised activity;
to defend or establish legal claims where necessary.

We will not use your personal data for purposes that are incompatible with those listed above unless we have a lawful basis to do so and, where required, we inform you accordingly.

3. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract: where processing is necessary to provide a quote, make a booking, deliver services, or take steps at your request before entering into a contract.
Legal obligation: where processing is required to meet obligations under tax, accounting, insurance, employment, or other applicable laws.
Legitimate interests: where processing is necessary for our legitimate business interests, such as managing our operations, improving services, preventing fraud, and resolving disputes, provided that these interests are not overridden by your rights and freedoms.
Consent: where we rely on your consent for specific optional activities, we will ask for it clearly and you may withdraw it at any time.

When we rely on legitimate interests, we carry out a balancing assessment to ensure our interests are not unfairly intrusive. When we rely on consent, the processing will only take place for the specific purpose to which you agreed.

4. Data Sharing and Processors

We may share personal data with trusted third parties that help us run our business. These parties act as processors or, in some cases, independent controllers. We only share the information necessary for the relevant task and only under appropriate data protection arrangements.

Examples of processors and service providers may include:

Payment processors: to handle card payments, transfers, and payment verification.
Accounting and bookkeeping providers: to manage invoices, records, and financial reporting.
IT and cloud service providers: to store data, maintain systems, and support secure communications.
Customer management or scheduling tools: to organise bookings, manage enquiries, and coordinate services.
Professional advisers: such as accountants, insurers, or legal advisers where necessary.
Public authorities: where required by law, court order, or lawful request.

Where processors are used, they are required to process personal data only on our instructions, to keep it secure, and to comply with applicable data protection obligations. We do not sell personal data.

5. International Transfers

If any processor or service provider transfers personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We take steps to ensure your personal data receives a level of protection that is substantially similar to that required in the UK.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason it is held.

Booking and customer records: retained for the duration of the service relationship and for a reasonable period afterwards for administration and dispute handling.
Financial and tax records: kept for the period required by applicable law.
Communications and complaint records: retained as long as needed to deal with the matter and for evidential purposes.
Enquiry data: retained for a limited period if no booking follows, unless we need to keep it for legal reasons.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and routine review of our data handling practices.

Although we take reasonable steps to protect information, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information needed for their booking and to contact us promptly if they believe their data may have been compromised.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: to obtain confirmation that we process your data and to request a copy of it.
Right to rectification: to ask us to correct inaccurate or incomplete information.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request limited use of your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability: to request your data in a structured, commonly used, machine-readable format where legally applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

Exercising these rights may be subject to certain conditions and legal exceptions. If a request cannot be fulfilled in full, we will explain why. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are intended for adults and households arranging moving services. We do not knowingly collect personal data from children except where it is incidentally included in service records provided by an adult customer and only where necessary for service delivery or legal compliance.

10. 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 revised version will apply from the date it is issued. We encourage customers to review this policy periodically to remain informed about how personal data is used.

11. Summary of Our Commitments

Man With Van Shacklewell is committed to processing personal data lawfully, securely, and transparently. We collect only the information needed to provide and manage our services, use it for defined purposes, rely on a valid lawful basis for every processing activity, retain it only as long as necessary, and work with processors under appropriate safeguards. We also respect your rights and aim to handle all personal data in a way that is fair, proportionate, and compliant with data protection law.

By using our services, you acknowledge that your personal data will be handled in accordance with this Privacy Policy.