Privacy Policy - Man And Van Shacklewell

This Privacy Policy explains how Man And Van Shacklewell collects, uses, stores, shares, and protects personal data when providing moving, delivery, transport, and related services. It applies to all Man And Van Shacklewell customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Shacklewell provides local and regional man-and-van services, including loading, transport, delivery, collection, and item relocation. In the course of delivering these services, we may process personal data relating to customers, recipients, property access, and service arrangements. We act as the data controller for the personal data we collect and determine how and why that data is used.

2. Personal Data We Collect

We only collect personal data that is necessary for the services we provide, to manage our business, and to meet our legal obligations. The categories of personal data we may collect include:

Identity details such as your name, title, and, where applicable, business name.
Contact details such as phone number, email address, and correspondence address.
Service details such as collection and delivery addresses, access instructions, moving dates, time slots, and item descriptions.
Billing and payment data such as invoice details, payment status, and transaction records.
Communication records such as enquiries, confirmations, complaints, and service-related messages.
Operational information such as parking notes, access restrictions, staircase or lift information, and special handling requirements.
Technical data where applicable, including basic website or device interaction data collected through security or performance tools.

We do not intentionally collect special category personal data unless it is voluntarily provided by you and is necessary for a specific service-related reason. If such data is provided, we will only process it where there is a valid legal basis and appropriate safeguards.

3. How We Use Personal Data

We use personal data only for legitimate business and operational purposes, including:

providing quotations and arranging services;
carrying out collections, deliveries, removals, and transport tasks;
communicating with customers about bookings, timings, or changes;
issuing invoices and processing payments;
handling customer support requests and complaints;
maintaining service records and business accounts;
meeting tax, accounting, insurance, and legal requirements;
protecting our staff, customers, property, and business operations;
improving our services, planning routes, and managing workloads.

We will only use your data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to use it otherwise.

4. Lawful Basis for Processing

Under GDPR, we must have a valid legal reason to process personal data. Man And Van Shacklewell relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, completing a move, and issuing invoices.

Legal Obligation

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

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving services, or retaining evidence of work completed.

Consent

In limited situations, we may rely on your consent, for example if you agree to receive certain optional communications. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare situations, we may process personal data to protect someone’s life or physical safety, such as during an emergency related to a service.

5. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary to deliver our services, comply with law, or protect our legitimate interests. These third parties act as processors or independent controllers depending on the circumstances.

Processors may include:

Payment providers that process card or online payments.
Accounting and bookkeeping providers that help manage invoices and financial records.
IT and cloud service providers that store or secure business data.
Communication service providers that support email, messaging, or scheduling tools.
Insurance providers where claims or incidents must be reported.
Professional advisers such as accountants, lawyers, or compliance consultants.

We require processors to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not sell your personal data.

6. International Transfers

Where a processor stores or accesses data outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protection measures. These safeguards are intended to keep your information protected to a standard consistent with UK GDPR requirements.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal, accounting, and operational requirements. Retention periods may vary depending on the nature of the record.

Quotation and booking records are usually retained for a reasonable period to manage service history and business administration.
Invoice, payment, and tax records are retained for the period required by law and accounting rules.
Customer communications may be retained for dispute resolution, service improvement, or business continuity.
Incident or claims records may be kept longer where needed for insurance, legal defence, or regulatory purposes.

When data is no longer needed, it is securely deleted, anonymised, or destroyed in a safe and appropriate manner.

8. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality expectations, and restricted sharing of sensitive information.

Although no system can be guaranteed completely secure, we regularly review our processes and aim to keep data protection practices proportionate to the risks involved.

9. Your Rights

Under data protection law, you have important rights over your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of data in certain circumstances.
Restriction of processing in certain situations.
Data portability for information you provided to us where processing is based on consent or contract and carried out by automated means.
Object to processing based on legitimate interests or to direct marketing, where applicable.
Withdraw consent at any time where we rely on consent.
Complain to the relevant data protection authority if you believe your rights have been infringed.

To protect your privacy, we may need to verify your identity before responding to a rights request. Some rights may not apply in every situation, especially where we must keep information for legal, contractual, or legitimate business reasons.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in the context of a household move and only when provided by an adult customer or guardian. If we learn that we have collected data improperly, we will take steps to delete it where required.

11. 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. The updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how we use personal data.

12. Summary of Our Commitment

Man And Van Shacklewell is committed to processing personal data lawfully, securely, and only for clear business purposes. We collect only the information needed to provide and manage our services, rely on appropriate lawful bases, share data only with trusted processors when necessary, retain information for no longer than required, and respect your data protection rights. This policy applies to all Man And Van Shacklewell customers in area.