Privacy Policy
Man with Van Ilford Privacy Policy
This Privacy Policy explains how Man with Van Ilford collects, uses, stores and protects personal data in connection with our man and van and related services. It applies to all Man with Van Ilford customers and prospective customers within our service area in and around Ilford, as well as visitors who contact us to request a quote or information.
We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy is intended to explain our practices in a clear and transparent way so that you can understand how your personal data is handled.
Who this Privacy Policy applies to
This Privacy Policy applies to:
Customers who book or use Man with Van Ilford services.
Individuals who request a quote, make an enquiry or otherwise contact us about our services.
Individuals whose data is provided to us by a customer in connection with a job, for example a recipient at a delivery address.
All references to you or your in this policy apply to these individuals located within our service area in and around Ilford.
Personal data we collect
The type of personal data we collect depends on how you interact with us but may include:
Identification and contact details such as your name, address, service addresses for collection and delivery, and general location information.
Contact details such as your telephone number and any other contact details you choose to provide when you speak with us.
Booking and service details such as job dates and times, collection and delivery locations, access instructions, item descriptions and special handling requirements.
Payment and billing information such as billing address and basic payment details necessary to process your payment. Card details are handled in accordance with payment provider requirements and are not stored by us in full.
Communication records such as notes of telephone calls, messages you send to us, and any feedback or complaints you submit.
Technical and usage data such as basic device and browser information, IP address and general usage information if you access our online content, where this is gathered through standard logging or analytics tools.
How we collect your data
We collect personal data in the following ways:
Directly from you when you contact us by telephone or other messaging methods to request information or a quote.
When you provide details to book a job with Man with Van Ilford, including collection and delivery addresses and contact information.
When you communicate with us during or after a job, for example to update access details or to provide feedback.
From third parties such as a person booking a job on your behalf or providing your details as the recipient at a delivery address, or payment and analytics service providers where permitted by law.
Lawful basis for processing your personal data
We process your personal data on one or more of the following lawful bases under data protection law:
Contract: To take steps at your request before entering into a contract and to perform our contract with you for man and van and related services. This includes arranging bookings, confirming details, carrying out moves, deliveries or collections and handling associated administration and payments.
Legal obligation: To comply with legal and regulatory obligations, for example accounting and tax requirements and responding to lawful requests from authorities.
Legitimate interests: To pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include managing our services, improving efficiency and quality, preventing and detecting fraud or misuse, defending legal claims and maintaining business records.
Consent: In some cases we may rely on your consent, for example where we use optional analytics tools or where you 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 personal data for the following purposes:
To provide quotations, confirm bookings and supply our man and van services to you, including arranging collection and delivery and communicating with you about timings and access.
To process and manage payments, issue invoices, handle refunds where applicable and maintain financial records.
To communicate with you before, during and after a job, including responding to questions, requests or complaints and obtaining feedback about our services.
To plan and manage our vehicles, drivers and routes, and to improve the efficiency and safety of our operations.
To maintain business and operational records and to comply with tax, accounting and other legal obligations.
To protect our rights, property and safety and those of our customers and third parties, including preventing and investigating possible fraud or misuse.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this policy, including:
Service providers who act as data processors on our behalf, such as payment processors, accounting and invoicing service providers, information technology and hosting providers and providers of business tools like customer management or scheduling systems.
Subcontractors or additional drivers engaged by us to carry out or assist with your job, where they need access to relevant details such as names, contact numbers and addresses in order to complete the service.
Professional advisers including accountants, insurers or legal advisers where necessary for business management, insurance and legal purposes.
Authorities and regulators where we are legally required or permitted to do so, for example to comply with legal obligations or to protect our legal rights.
Where we use processors, they are only permitted to process your personal data on our documented instructions, must keep it confidential and must put in place appropriate security measures.
International transfers
Our core services are provided within the United Kingdom. If we ever need to transfer personal data outside the United Kingdom, we will ensure that an appropriate level of protection is in place in accordance with applicable data protection laws, for example by using approved standard contractual clauses or transferring to countries recognised as providing an adequate level of protection.
How long we keep your personal data
We keep your personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy and to comply with our legal, accounting and reporting obligations.
In general:
Job and booking records, including basic contact details and service information, are typically retained for a number of years after your last interaction with us, to comply with tax and accounting requirements and in case of queries or legal claims.
Payment records are retained for the periods required by financial and tax laws.
General enquiries and communication records that do not lead to a booking may be kept for a shorter period that is appropriate for dealing with the enquiry and any follow-up.
When personal data is no longer needed, we will securely delete or anonymise it.
How we protect your personal data
We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure storage and limiting access to your data to those who have a business need to know. While we strive to protect your personal data, no system can be completely secure and we cannot guarantee absolute security.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include the right to:
Access: Request confirmation of whether we process your personal data and obtain a copy of that data.
Rectification: Request correction of any inaccurate or incomplete personal data we hold about you.
Erasure: Request deletion of your personal data where there is no good reason for us continuing to process it, for example where it is no longer needed for the purposes for which it was collected and we are not required to retain it.
Restriction: Request that we restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or assess an objection you have raised.
Objection: Object to processing of your personal data that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or need to continue for legal reasons.
Portability: Request to receive certain personal data you provided to us in a structured, commonly used and machine readable format and to have that data transmitted to another controller where technically feasible and where the legal conditions are met.
Withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
If you wish to exercise any of these rights, you can contact us using the usual contact methods you use for our services. We may need to verify your identity before responding to your request.
Children's data
Our services are intended for adults. We do not knowingly provide services directly to children or knowingly collect personal data from children. If we become aware that personal data relating to a child has been provided to us without appropriate authority, we will take steps to delete it where appropriate.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contact and complaints
If you have any questions about this Privacy Policy or how Man with Van Ilford handles your personal data, or if you wish to raise a concern or exercise your data protection rights, you can contact us using the same channels you use to arrange our services.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we use your data or how we respond to your requests. We would, however, appreciate the chance to deal with your concerns first and aim to resolve any issue directly with you where possible.
