Privacy Policy - Removal Van Shoreditch

This Privacy Policy explains how Removal Van Shoreditch collects, uses, stores, shares, and protects personal data. It applies to all Removal Van Shoreditch customers in the area, including individuals who request quotes, book services, communicate with us, or otherwise use our moving and removal van services. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to current, former, and prospective customers of Removal Van Shoreditch in the Shoreditch area and surrounding locations where our services are offered. It also applies where we receive personal data from third parties acting on a customer’s behalf, such as landlords, letting agents, building managers, or business representatives arranging removals.

By using our services or contacting us to make an enquiry, you acknowledge that your personal data may be processed as described in this policy.

2. Personal data we collect

We may collect the following categories of personal data:

• Identity data such as your name and, where relevant, the name of your business or organisation.
• Contact data such as telephone number, email address, and postal address.
• Booking and service data including move dates, pickup and delivery addresses, property access details, inventory notes, and service preferences.
• Payment data such as billing information and transaction records. We do not store full card details unless necessary and permitted by the payment method used.
• Communication data including emails, messages, complaint details, and records of calls where relevant and lawful.
• Technical data such as device information, IP address, and basic usage information if you interact with our digital systems.
• Special instructions that may relate to access needs, fragile items, or other move-related requirements. We ask that you only provide sensitive information when necessary.

We normally collect data directly from you. In some cases, we may receive information from third parties who help arrange a booking or from service providers involved in the move.

3. How we use your data

We use personal data for the following purposes:

• to provide quotations and manage bookings;
• to plan and carry out removal van services;
• to communicate with you before, during, and after a move;
• to process payments and maintain records;
• to handle complaints, claims, and customer support requests;
• to maintain safety, security, and service quality;
• to comply with legal and regulatory obligations;
• to improve our operations, scheduling, and customer experience.

We only use your personal data where we have a valid reason to do so and where the use is compatible with applicable data protection laws.

4. Lawful basis for processing

Under the UK GDPR, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling booking details, service arrangements, invoicing, and delivery of removal services.

Legal obligation

We may process data to comply with legal duties, such as tax, accounting, insurance, safety, fraud prevention, or record-keeping obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service management, administrative tasks, internal reporting, quality control, and handling customer queries. We assess these interests carefully and limit processing to what is necessary.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or the processing of particularly sensitive information. Where consent is used, you may withdraw it at any time.

5. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, or dispute-resolution requirements.

• Booking and service records are generally retained for a reasonable period after the completion of the service.
• Financial and accounting records are retained for the period required by law.
• Customer correspondence may be retained for as long as needed to deal with follow-up matters, complaints, or claims.
• Technical and operational data is retained only for the period necessary for security, troubleshooting, and service improvement.

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

6. Processors and sharing of data

We may share personal data with trusted third-party processors who help us operate our services. These may include:

• payment service providers;
• accounting and bookkeeping providers;
• IT, hosting, email, and data storage providers;
• customer communication or scheduling tools;
• insurance providers, where relevant;
• professional advisers such as legal or tax advisers;
• subcontracted drivers or operational partners assisting with a move.

Where a processor handles personal data on our behalf, they are required to process it only according to our instructions, to keep it secure, and to comply with data protection obligations. We do not sell your personal data.

We may also disclose personal data where required by law, court order, regulator request, or to protect our rights, customers, staff, or the public.

7. International transfers

If any of our processors store or access personal data outside the UK, we will ensure that appropriate safeguards are in place before any transfer occurs. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

8. Data security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure. These measures may include access controls, password protection, secure storage, staff training, and limited access to personal data on a need-to-know basis.

However, no system can be guaranteed completely secure. You should take care when sharing personal information and ensure that details are accurate and up to date.

9. Your rights

Depending on the circumstances, you have the following rights under data protection law:

• 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 cases.
• Right to restriction – to ask us to limit how we use your data in certain situations.
• Right to data portability – to receive certain data in a structured, commonly used format where applicable.
• Right to object – to object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

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 violated. We encourage you to raise concerns directly with us first so we can try to resolve the issue promptly.

10. Children’s data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is necessary in connection with a move arranged by an adult customer and only to the extent required for the service. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. The updated version will apply once published or otherwise communicated, and we encourage you to review it periodically.

12. Summary of our approach

Removal Van Shoreditch is committed to processing personal data with care, transparency, and respect for your rights. We collect only the information needed to provide our services effectively, use it on a lawful basis, keep it only as long as necessary, and share it only with trusted processors or where required by law. We aim to ensure that every customer in the Shoreditch area can use our services with confidence that their personal data is handled responsibly.

This Privacy Policy applies to all Removal Van Shoreditch customers in the area.