Privacy Policy - Man With Van Ilford

This Privacy Policy explains how Man With Van Ilford collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Ilford customers in the area, including individuals who request quotations, book services, receive removals or transport support, or otherwise interact with our moving and delivery services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Ilford is the data controller in relation to the personal data we collect and process in connection with our services. This means we determine why and how your personal data is used. We take our responsibility seriously and aim to collect only the information needed to provide safe, efficient, and reliable man and van services.

2. Personal Data We Collect

We may collect and process the following categories of information:

Identity details such as your name and, where relevant, business name.
Contact details including your telephone number, email address, and service address.
Booking information such as the dates, times, locations, and details of items being moved.
Payment information where needed to process invoices, payments, refunds, or accounting records.
Service preferences and notes relating to access, parking, item size, stairs, lift access, or handling requirements.
Communication records including emails, call notes, text messages, or booking-related correspondence.
Technical data if you interact with digital systems, such as IP address or device information, where applicable.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for the service or for legal reasons. If such data is shared, we will only process it where permitted by law and only for a specific, legitimate purpose.

3. How We Use Your Data

We use personal data to manage our services and business operations. This may include:

Providing quotes and confirming bookings.
Planning and completing moving, delivery, loading, and unloading services.
Communicating about schedules, changes, delays, or service requirements.
Processing payments and maintaining financial records.
Handling customer enquiries, feedback, and complaints.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting our business, staff, property, and customers from fraud or misuse.

We may also use limited information to improve service quality, monitor performance, and maintain accurate records. Wherever possible, we use data minimisation principles and only process data that is relevant and necessary.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, Man With Van Ilford 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 handling enquiries, confirming bookings, arranging services, and carrying out the agreed work.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer records, protecting against fraud, improving services, and ensuring operational efficiency.

Legal Obligation

We may retain and process certain information to comply with legal obligations, including tax, accounting, transport, insurance, and regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example for optional marketing communications or where specific processing requires permission. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These third parties act as processors or independent controllers depending on the service they provide.

Examples may include:

Payment processors who handle card or electronic payments securely.
Accounting and bookkeeping providers who assist with invoices, tax, and financial records.
IT and cloud service providers who store or maintain business systems and data.
Insurance providers where claims or cover arrangements require relevant information.
Professional advisers such as legal or tax advisers where necessary.
Public authorities where disclosure is required by law or lawful request.

Where we use processors, we ensure they only process data on our instructions, under written contracts, and with appropriate security measures. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods vary depending on the type of record and the reason for keeping it.

Booking and service records are generally retained for a period needed to manage the customer relationship and resolve any follow-up issues.
Financial and tax records are retained for the period required by applicable accounting and tax laws.
Correspondence and complaint records may be kept for a reasonable time to help us handle disputes, improve service, or defend legal claims.

When data is no longer needed, we take appropriate steps to delete, anonymise, or securely destroy it. Retention is reviewed regularly to ensure we do not keep information longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis.

While no system is completely risk-free, we work to maintain a level of security that is suitable for the nature of the data we process. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will respond in line with legal requirements.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure in certain circumstances, sometimes known as the ???right to be forgotten??�.
The right to restrict processing where applicable.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability for data processed by automated means and based on consent or contract, where relevant.
The right to withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions. If you make a request, we may need to verify your identity before responding. We will aim to respond within the time limits set by law.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your information remains protected in line with applicable law. This may include approved contractual protections or other lawful transfer mechanisms.

10. Children???s Data

Our services are intended for adults and business customers arranging transport or moving services. We do not knowingly collect children???s personal data unless it is incidentally included in booking or household information that is necessary for service delivery. Where this occurs, we only process it as needed and with proper safeguards.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. The latest version will apply to how we use personal data from the date it becomes effective. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Our Commitment

Man With Van Ilford is committed to processing personal data fairly, lawfully, and transparently. We collect only the information needed to provide our services, rely on lawful bases permitted by GDPR, share data only with trusted processors or where required by law, and retain records only for as long as necessary. We also respect your rights and aim to handle all customer data with care, confidentiality, and accountability.

Last reviewed: This policy is intended to be used as a general privacy notice for Man With Van Ilford customers in the area and should be read alongside any additional service terms that may apply.