Privacy Policy - Man With Van Ilford

This Privacy Policy explains how Man With Van Ilford collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Ilford customers in the area, including anyone who makes an enquiry, books a service, receives a quote, or otherwise interacts with us. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Ilford provides moving, delivery, collection, and related transport services for individuals and businesses. In the context of data protection law, we act as a data controller for the personal information we process about customers, prospective customers, suppliers, and website or service users. This means we decide why and how your personal data is processed for the purposes described in this policy.

2. Information We Collect

We collect only the information necessary to deliver our services, manage enquiries, and meet legal obligations. The personal data we may collect includes:

Identity details such as your name.
Contact details such as your telephone number, email address, and service address.
Booking information including moving date, item details, access requirements, pickup and delivery locations, and service preferences.
Payment and transaction data such as billing details, invoices, payment status, and records of payments made or received.
Communication records including emails, messages, notes from phone calls, and records of complaints or feedback.
Technical data where relevant, such as limited device or browser information if you contact us through digital channels.
Special instructions relating to handling of items, property access, or timing requirements.

We do not intentionally collect more data than is necessary. We also do not seek to process special category data unless it is strictly required and you have provided it voluntarily or another lawful condition applies.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and carry out moving or transport services.
To communicate about schedules, service updates, and changes.
To issue invoices, process payments, and maintain business records.
To resolve complaints, disputes, or service issues.
To improve our customer service and operational efficiency.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your personal information for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is lawful.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under the UK GDPR. Depending on the situation, we rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and handling payment-related matters.

Legal Obligation

We may process and retain certain information to comply with legal duties, such as tax law, accounting requirements, insurance obligations, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving our services, maintaining internal records, preventing fraud, and managing business operations efficiently.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information for a specific optional purpose. If we rely on consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Sharing Your Information

We may share personal data with trusted third parties who help us operate our business and provide services. These third parties act as processors or independent controllers depending on the context. They may include:

Payment service providers who assist in processing payments.
Accounting or bookkeeping providers who support financial administration and tax compliance.
IT and cloud service providers who store and secure business records.
Communication service providers that help us manage emails, phone systems, or booking messages.
Insurance providers where required for claims handling or risk management.
Legal, tax, or regulatory advisers when advice or compliance support is needed.

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

6. International Transfers

If any service provider stores or processes data outside the UK, we will take appropriate steps to ensure that your personal information remains protected. Such safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected, and for any additional period required by law. Retention periods may vary depending on the type of data and the reason for processing. As a general approach:

Booking and service records are retained for the period needed to manage the service and any follow-up issues.
Financial and invoicing records are retained for the period required by tax and accounting rules.
Complaint and dispute records may be retained until the matter is fully resolved and for a reasonable period afterward.
Contact details used for business administration are deleted or anonymised when they are no longer needed.

Where data is no longer required, we will securely delete, destroy, or anonymise it.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to staff or service providers who need the information to perform their duties. While no system can be guaranteed completely secure, we work hard to safeguard all personal information we process.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to conditions or exemptions in certain circumstances. They include:

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 where there is a valid legal basis.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

If you wish to exercise any of these rights, we will respond in accordance with legal timeframes and requirements. We may need to verify your identity before responding to your request.

10. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related documents or communications and only when necessary for the service. If we become aware that we have collected data unlawfully, 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 law, business practices, or the services we provide. Any updates will take effect when made available. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

12. Summary of Key Principles

Man With Van Ilford processes personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear service-related purposes, retain it for no longer than necessary, and protect it through suitable safeguards. We also respect your rights and aim to ensure that every customer in the area can trust us with their information.

By using our services, making an enquiry, or providing your details, you acknowledge that you have read and understood this Privacy Policy.