Man and a Van Ilford Privacy Policy
This Privacy Policy explains how Man and a Van Ilford collects, uses, stores and protects personal data relating to its customers and prospective customers in the Ilford area and surrounding locations. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man and a Van Ilford customers and people making enquiries in our service area, whether you contact us by telephone, online enquiry forms, written communication, or in person.
Who we are and scope of this policy
Man and a Van Ilford is a local removals and transport service operating in and around Ilford. For the purposes of data protection law, Man and a Van Ilford is the data controller for the personal data described in this policy. This means we decide how and why your personal data is processed.
By using our services, requesting a quote, or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Types of personal data we collect
We only collect personal data that is relevant to arranging, delivering and administering our man and van services. The categories of data we may collect include:
Identification and contact details, such as your full name, address, collection and delivery addresses, and any other addresses relevant to the service, as well as your contact details such as telephone number and other contact preferences.
Booking and service information, including dates and times of moves or collections, property access details where you choose to provide them, item descriptions relevant to the service, and notes regarding special requirements or instructions.
Payment and transaction data, such as details of payments you make to us and invoices issued by us. We do not store full card details when you pay using card payment services; these are handled by our chosen payment processors.
Communication records, including enquiries, quotations, booking confirmations, messages, and any complaints or feedback you provide.
Technical information, where applicable, such as basic device and usage data from visits to our online pages, including IP address, browser type and pages visited. This is generally collected via cookies or similar technologies where in use.
How we collect your personal data
We collect personal data in several ways:
Directly from you when you contact us by telephone, complete an online form, submit a written enquiry, confirm a booking, or speak to our team in person.
From third parties where necessary for providing the service, for example from comparison platforms or referral partners, where you have submitted your details to them for the purpose of obtaining quotes. In such cases, those parties are responsible for ensuring they have a lawful basis to share your data with us.
Automatically when you visit our online pages or interact with our digital content, through the use of cookies and similar technologies, subject to your consent where required.
Lawful basis for processing your data
We process your personal data only where we have a lawful basis under data protection legislation. The main lawful bases we rely on are:
Contract: We process personal data to take steps at your request before entering into a contract and to perform the contract once agreed. This includes providing quotations, confirming bookings, carrying out the move, and handling payments.
Legal obligation: We may process certain data to comply with our legal and regulatory obligations, such as record keeping, tax and accounting requirements, and responding to lawful requests from public authorities.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and interests. This includes managing our business operations, improving our services, handling queries and complaints, and protecting our services from misuse or fraud.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing or the use of non-essential cookies. Where processing is based on consent, you can withdraw your consent at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotations for our man and van services and respond to your enquiries.
To confirm, manage and deliver your booking, including planning routes, scheduling staff and vehicles, and carrying out the requested transport or removal services.
To process payments, issue invoices and manage any charges, refunds or disputes.
To communicate with you regarding your enquiries, bookings, changes to services, or any issues that may arise.
To manage our business operations, including quality control, staff training, service improvement and internal reporting.
To comply with legal requirements and cooperate with regulators or law enforcement where necessary.
To send you service-related information and, where permitted, marketing or promotional messages about our services. You may opt out of marketing communications at any time.
Data sharing and processors
We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf or as separate data controllers where appropriate. These may include:
Payment service providers who process card or electronic payments securely.
IT and hosting providers who support our booking, communication and storage systems.
Subcontractors or partner drivers, where necessary to fulfil your booking and only to the extent required to provide the service.
Professional advisers such as accountants and legal advisers who require access to certain records.
Regulators, law enforcement bodies or other authorities where required by law or where necessary to protect our rights or the rights of others.
Where we use data processors, we ensure they provide sufficient guarantees to implement appropriate technical and organisational measures so that processing meets legal requirements and protects your rights.
International transfers
Our primary operations are based in the United Kingdom. If we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses or equivalent protections, to ensure that your data remains protected in line with this Privacy Policy and applicable law.
Data retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
Enquiry and quotation information is generally retained for a limited period after our last contact, to manage follow-up questions and potential bookings.
Booking and transaction records are usually retained for longer periods in line with legal and tax obligations and our legitimate interests in maintaining accurate business records.
Where we rely on your consent for marketing, we retain your contact details for that purpose until you withdraw your consent or object to such processing, after which we will add your details to a suppression list where required to ensure your preferences are respected.
When data is no longer needed, we will securely delete or anonymise it.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include restricted access to systems, secure storage, staff training and procedures for handling data incidents.
While we strive to protect your personal data, no method of transmission or storage is completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.
Your data protection rights
Under data protection law, you have several rights in relation to your personal data. These include:
The right to access: You can request confirmation that we process your personal data and obtain a copy of the data we hold about you, together with certain information about how we use it.
The right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
The right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
The right to restrict processing: You can ask us to limit the way we use your data in certain situations, such as while we are considering an objection you have raised or where you contest the accuracy of the data.
The right to object: You can object at any time to processing based on our legitimate interests, including profiling, and we will stop processing unless we can demonstrate compelling legitimate grounds. You can always object to direct marketing, and we will respect this.
The right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.
The right to withdraw consent: Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before withdrawal.
You also have the right to lodge a complaint with the Information Commissioners Office or your local data protection authority if you believe your rights have been infringed.
Children
Our services are directed at adults. We do not knowingly collect personal data relating to children. If we become aware that we have inadvertently collected such data, we will take steps to delete it as soon as reasonably possible.
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. When we make changes, we will revise the date of the update and, where appropriate, provide you with a more prominent notice. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
