Privacy Policy

Man with Van Ilford Privacy Policy

This Privacy Policy explains how Man with Van Ilford collects, uses, stores, and protects personal data relating to customers and prospective customers in the Ilford area. It also explains your rights under the UK General Data Protection Regulation GDPR and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Ilford customers and enquirers in the Ilford area, whether you contact us online, by phone, or in person.

Who we are and scope of this policy

Man with Van Ilford is a removals and transport service operating in and around the Ilford area. For the purposes of data protection law, we are the data controller for the personal data that we collect and process about our customers and prospective customers.

This Privacy Policy covers all personal data processed in connection with our services, including enquiries, bookings, removals, transport jobs, and related customer service activities.

Types of personal data we collect

We may collect and process the following categories of personal data about you when you enquire about or use our services:

Identification and contact details such as your name, title, postal address, collection and delivery addresses, and contact preferences.

Communication details such as the content of enquiries, messages, feedback, and any information you provide when you speak or write to us.

Service and booking information such as dates and times of moves, descriptions of items to be transported, access details for properties, and any special instructions you provide.

Payment and transaction data such as the amount charged, payment method used through our chosen payment processor, and invoice information. We do not store full payment card details on our own systems.

Technical and usage data such as information about how you access our website or online forms, including device type and basic analytics, where applicable. This is typically aggregated and does not directly identify you.

How we collect your personal data

We obtain personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. This may be via our website, by phone, or in writing.

We may also receive personal data about you from third parties when they are arranging a move or delivery on your behalf for example, an employer or another business partner that books our services for you. In such cases, we treat that information in accordance with this Privacy Policy.

Lawful basis for processing your data

We only process your personal data where we have a lawful basis to do so under GDPR. Depending on the specific processing activity, we rely on one or more of the following lawful bases:

Contract: We process personal data to take steps at your request before entering into a contract and to perform the contract for removals or transport services that you have requested. This includes handling quotations, bookings, and carrying out your move.

Legal obligation: We process some data because we are legally required to maintain certain records for tax, accounting, and regulatory purposes.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights. This includes managing our relationship with you, improving our services, keeping records of moves and enquiries, and protecting our business from fraud or misuse.

Consent: In limited cases, we may rely on your consent, for example if you specifically agree to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes, always in line with the lawful bases described above:

To provide quotations, confirm availability, and discuss your requirements.

To create and manage bookings, schedule jobs, and carry out removals and transport services.

To communicate with you about your enquiry or booking, including confirmations, updates, and after-service follow up.

To issue invoices, process payments through our payment processors, and manage any refunds where applicable.

To respond to complaints, queries, and feedback, and to improve our services based on customer experiences.

To maintain internal records, including job logs and financial records, as required for business and legal compliance.

To protect our services, staff, vehicles, and customers, including managing disputes or claims.

Data processors and third parties

We may share your personal data with carefully selected third party service providers who act as data processors on our behalf. These processors may include:

IT and hosting providers that store or support our digital systems.

Payment processing providers that handle electronic payments securely.

Accountants or professional advisers who assist with our business administration and compliance.

Operational partners who help deliver our services, where necessary to complete your move or transport request.

These processors are only allowed to process your data according to our instructions and must implement appropriate technical and organisational measures to protect your data. We do not sell your personal data to third parties.

We may also share data where required by law, for example with law enforcement, regulatory bodies, or government authorities, when we have a legal obligation to do so.

International data transfers

Our main operations are based in the United Kingdom. If any of our service providers transfer or process personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to keep your data safe and comply with data protection law.

Data retention and storage

We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.

In general, we retain quotation and booking information, including contact details and service records, for a period that allows us to manage our relationship with you, handle any complaints or disputes, and satisfy tax and accounting obligations. After this period, personal data is securely deleted or anonymised.

The specific retention period may vary depending on the category of data and the nature of our interactions with you. We regularly review our retention practices to ensure they remain compliant and proportionate.

How we protect your personal data

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include restricting access to personal data to individuals who need to know it for business purposes and using suitable security controls on our systems and devices.

Your data protection rights

As a data subject under GDPR, you have several rights in relation to the personal data that we hold about you. These rights apply to all Man with Van Ilford customers and enquirers in the Ilford area, subject to certain legal limitations. Your rights include:

Right of access: You have the right to request confirmation that we process your personal data and to request a copy of the data we hold about you.

Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data.

Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction of processing: You may request that we restrict the processing of your data in certain situations, such as while we are verifying the accuracy of data or responding to an objection.

Right to object: You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine readable format and to request that it is transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how Man with Van Ilford handles your personal data, you can contact us using the usual contact methods displayed on our website or provided in our correspondence with you.

You also have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom if you believe that your data protection rights have been infringed. Further information about how to do this is available from the Information Commissioner's Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will be posted in the latest version of this Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.