Privacy Policy - Man With A Van Shacklewell

Man With A Van Shacklewell is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving and transport services. It applies to all Man With A Van Shacklewell customers in the area, including residential and business customers who request quotes, make bookings, receive services, or communicate with us in connection with a move, delivery, or related support.

This policy is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read it carefully to understand how your information is handled.

1. Personal Data We Collect

We collect only the information needed to provide our services properly, manage our business, and meet legal obligations. Depending on your interaction with us, we may collect the following types of personal data:

Identity details such as your name, title, and, where relevant, company name.
Contact details such as address, email address, and telephone number.
Service information including moving dates, pickup and delivery locations, access notes, inventory details, and service preferences.
Payment and billing details such as invoice information and payment confirmation records.
Communication records including messages, call notes, and enquiry history.
Technical information where you interact with us electronically, such as device or browser details if provided through booking or communication systems.
Special category data only if you voluntarily disclose it and only where it is necessary for a specific service or legal purpose. We do not intentionally seek to collect sensitive information unless there is a lawful and practical reason to do so.

We do not collect more information than we need. If you choose not to provide certain details, we may be unable to complete a booking or deliver some services effectively.

2. How We Use Your Data

We use personal data for legitimate business and legal purposes connected with our moving and van services. These purposes include:

Providing quotes and confirming bookings.
Planning routes, managing logistics, and carrying out removals or deliveries.
Communicating with you about your service, timing, access requirements, and updates.
Processing payments, issuing invoices, and keeping accounting records.
Handling enquiries, complaints, claims, or service issues.
Maintaining business records and quality control.
Meeting legal, tax, and regulatory requirements.
Protecting our rights, property, staff, and customers.

We may also use data to improve our service processes, monitor performance, and prevent fraud or misuse. Any such use will be proportionate and consistent with data protection law.

3. Lawful Basis for Processing

We process personal data only when we have a lawful basis under the UK GDPR. The main lawful bases we rely on are set out below:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing a quote you requested, arranging a collection or delivery, and completing the agreed service.

Legal obligation

We process some information to comply with legal duties, including tax, accounting, record-keeping, insurance, and any obligations connected with consumer or transport law.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where your rights do not override those interests. Examples include managing our business efficiently, responding to enquiries, preventing fraud, improving customer service, and keeping internal records. We always consider whether our interests are proportionate and privacy-friendly.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily agree to certain optional communications or where sensitive information is provided for a specific purpose. You may withdraw consent at any time where consent is the basis relied upon.

We do not use your information for unrelated purposes without a valid legal basis.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our services. These parties act as processors or independent controllers depending on the service they provide. We only share the minimum information needed and require appropriate safeguards.

Payment providers for processing transactions securely.
Accounting and bookkeeping processors for invoicing, financial reporting, and tax compliance.
IT and cloud service providers that store business records, emails, booking details, or system backups.
Communication service providers that help us manage calls, messages, or service notifications.
Insurance providers in the event of claims, incidents, or liability matters.
Legal, regulatory, or government bodies where disclosure is required by law or necessary to protect legal rights.

We take reasonable steps to ensure that all processors handle your data securely, only use it for agreed purposes, and maintain appropriate confidentiality and data protection standards. Where data is transferred outside the UK, we will ensure suitable safeguards are in place in line with applicable law.

5. Data Retention

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

Booking and service records are generally retained for as long as needed to manage the service and resolve any follow-up queries.
Financial and invoice records are retained for the period required by tax and accounting law.
Complaint or claim records may be kept longer where needed to defend legal claims or comply with insurance requirements.
Correspondence and enquiry records are kept only as long as necessary for customer service and business administration.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We do not retain data indefinitely.

6. Your Rights

Under data protection law, you have rights regarding your personal data. These rights may be subject to certain conditions and exceptions.

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be provided in a structured, commonly used format where applicable.
Right to withdraw consent – where consent is used, you may withdraw it at any time.

If you want to exercise any of these rights, we will respond in accordance with data protection law and within the required time limits. We may need to verify your identity before acting on your request to protect your privacy and security.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party systems. While no system can be guaranteed completely secure, we work to reduce risks and handle information responsibly.

8. Cookies and Similar Technologies

Where we use electronic booking or communication tools, limited technical data may be collected automatically through standard systems or similar technologies. Any such use will be limited to what is necessary for functionality, performance, or security. We do not use intrusive tracking without a lawful basis.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. The most current version will apply to all customers in the area. We encourage you to review this policy periodically so that you remain informed about how your information is protected.

10. Summary of Key Points

We collect only the data needed to provide moving and transport services.
We use data mainly for contracts, legal obligations, and legitimate business interests.
We share data only with trusted processors and relevant authorities when necessary.
We keep data only as long as required for service, legal, and financial purposes.
You have rights over your personal data, including access, correction, deletion, and objection.

Man With A Van Shacklewell values privacy and handles personal information with care, fairness, and transparency. This policy applies to all customers in the area who use our services, and it is intended to ensure that your data is processed lawfully, securely, and only for clear business purposes.