Privacy Policy - Man With A Van Ilford

This Privacy Policy explains how Man With A Van Ilford collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Ilford customers in the area, including individuals and businesses that request, book, or receive our moving, delivery, clearance, or related transport services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Ilford provides local and regional transport services, including removals, item collection, loading support, and delivery assistance. In providing these services, we act as a data controller for personal data we decide to collect and use. This means we determine the purposes and methods of processing personal information in connection with our services.

2. Information We Collect

We collect only the personal data necessary to provide and manage our services effectively. The types of information we may collect include:

• Identity data: name, title, and, where relevant, business name.
• Contact data: address, email address, and telephone number.
• Service details: pickup and delivery addresses, service dates, property access details, and item descriptions.
• Payment data: billing information, payment confirmation, and transaction details. We do not store full card details where payment processing is handled by a third party.
• Communication data: messages, enquiries, complaints, service instructions, and feedback.
• Technical data: limited data such as device type, browser type, and basic usage information if received through electronic communication systems.
• Special category data: generally not collected. If a customer voluntarily provides such information, we will only process it where a lawful basis applies and where it is necessary for service delivery or legal compliance.

We do not intentionally collect more information than is needed. If you provide personal data about another person, you should ensure that you have the authority to do so and that they are aware of this policy where appropriate.

3. How We Use Your Data

We use personal data for the following purposes:

• to provide quotations and respond to service enquiries;
• to plan, schedule, and complete bookings;
• to communicate service updates and operational information;
• to process payments and issue invoices or receipts;
• to manage customer relationships and handle complaints;
• to maintain records for accounting, tax, insurance, and legal purposes;
• to improve our services, processes, and customer experience;
• to protect against fraud, misuse, or unlawful activity;
• to comply with applicable laws, regulations, and contractual obligations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or another lawful reason.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the context, we may rely on one or more of the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as arranging a move, confirming a booking, delivering goods, or managing payment.

Legal Obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, record-keeping, and regulatory requirements.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include managing business operations, responding to customer enquiries, preventing fraud, and improving our services.

Consent

In limited circumstances, we may ask for your consent, for example where processing is optional and not based on another lawful basis. Where consent is used, you may withdraw it at any time.

Vital Interests and Public Task

These bases are unlikely to apply in normal service delivery, but may be used in exceptional circumstances where necessary to protect someone’s life or where required by law.

5. How We Share Personal Data

We may share personal data with trusted third parties where necessary to run our business and deliver our services. These may include:

• Payment providers who securely process transactions;
• Accountants and tax advisers for financial compliance;
• Insurance providers where a claim or incident requires review;
• IT and communication service providers that help us store records or manage bookings;
• Subcontractors or processors engaged to assist with service delivery;
• Regulators, courts, or law enforcement where disclosure is legally required.

Where we use third-party processors, they are required to act only on our instructions and to protect personal data using appropriate technical and organisational measures. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods depend on the type of data and the reason for holding it.

• Booking and service records may be retained for a reasonable period after completion of the service for administration, queries, and dispute resolution.
• Financial and tax records are typically retained for the period required by law.
• Complaint and correspondence records may be retained for longer where needed to manage ongoing issues or legal claims.
• Unused enquiry data may be deleted or anonymised after a shorter period where no service is booked.

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

7. Data Security

We use appropriate security measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and operational procedures designed to reduce risk. While no method of transmission or storage is completely secure, we aim to use safeguards that are appropriate to the nature of the data we hold.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, contractual protections, or other lawful transfer mechanisms permitted under data protection law.

9. Your Rights

You have a number of rights under data protection law. These rights may apply depending on the circumstances and any legal exemptions. They include:

• The right to be informed about how we use your data;
• The right of access to a copy of the personal data we hold about you;
• The right to rectification if your data is inaccurate or incomplete;
• The right to erasure, also known as the right to be forgotten, in certain situations;
• The right to restrict processing in certain circumstances;
• The right to data portability where processing is based on consent or contract and carried out by automated means;
• The right to object to processing based on legitimate interests or direct marketing;
• Rights relating to automated decision-making, where applicable.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before actioning a request. In some cases, legal obligations or legitimate business interests may mean we cannot comply fully with a request, but we will explain our reasoning where appropriate.

10. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is incidental to a customer booking, such as where an adult customer provides household or delivery details. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Complaints

If you have concerns about how your personal data is handled, you have the right to raise a complaint with the relevant data protection authority in the UK. We encourage you to raise concerns with us first so we can try to address them promptly and fairly.

Summary of our commitment: Man With A Van Ilford processes personal data only where lawful, necessary, and proportionate. We respect customer privacy, limit retention, use trusted processors, and support your rights under data protection law.

This Privacy Policy applies to all Man With A Van Ilford customers in area.