Privacy Policy

Man and Van Ilford Privacy Policy

This Privacy Policy explains how Man and Van Ilford collects, uses, stores and protects personal data about customers and potential customers in the Ilford area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man and Van Ilford customers and service users in the Ilford area, including those who make enquiries, obtain quotes, or use our man and van services.

Who we are and scope of this policy

Man and Van Ilford provides transport and removal services to customers in and around the Ilford area. For the purposes of data protection law, Man and Van Ilford acts as the data controller in relation to the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you use our services or interact with us.

This Privacy Policy covers all personal data that we process about private individuals, sole traders and contacts at business customers in connection with enquiries, bookings, service delivery, payments and related communications.

Types of personal data we collect

The information we collect will depend on how you interact with us, but typically includes:

Contact details: name, address, service addresses for collection and delivery, and other location details you provide to arrange services.

Communication details: any information you provide when you contact us to ask questions, request a quote, make a booking, give feedback or make a complaint.

Booking and service details: dates and times of moves or deliveries, nature of the items to be transported, access information, special instructions relating to the job and your preferences.

Payment information: details needed to process payments such as the amount, payment method and transaction references. We do not store full payment card details if you pay by card; these are processed by our chosen payment service provider.

Technical and usage information: basic technical information related to your use of our website or online forms, such as IP address, device type, and pages visited, where this is collected through standard server logs or similar technologies.

Any other information you choose to provide: for example, further contact preferences, additional delivery contacts, or information you provide when leaving reviews or testimonials directly with us.

How we collect personal data

We collect personal data directly from you when you contact us, request a quote, make a booking, confirm service details, pay for our services, or provide feedback. This may be done by telephone or through other communication methods that you choose to use with us.

We may also receive personal data from third parties where this is necessary to provide our services, such as when a business books services on your behalf or where a partner organisation passes on your details to arrange a move you have requested from them.

Lawful basis for processing personal data

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Performance of a contract: we need to process your personal data to take steps at your request before entering a contract, such as providing quotations, and to perform the contract for man and van services once agreed.

Legitimate interests: we may process your data where it is necessary for our legitimate business interests and where these are not overridden by your rights and interests. This includes managing our business operations, improving our services, handling enquiries, preventing fraud, and maintaining accurate records.

Legal obligation: we may need to process certain information to comply with legal and regulatory requirements, such as tax and accounting rules.

Consent: in limited circumstances, we may rely on your consent, for example where we wish to send you certain types of marketing communications. Where processing is based on consent, you can withdraw your consent at any time by contacting us.

How we use your personal data

We use the personal data we collect for the following purposes:

To respond to enquiries and provide quotations for our services.

To create and manage bookings for man and van services in the Ilford area.

To collect and deliver items, coordinate logistics and fulfil the services you have requested.

To communicate with you about your booking, including confirmations, updates, changes and customer support.

To process payments and maintain appropriate records for accounting and tax purposes.

To handle complaints, queries, and feedback and to improve our services.

To manage our website, understand how it is used, and maintain security and performance.

To comply with legal obligations and cooperate with regulators or law enforcement, where required.

Data retention and storage

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

In general, we will retain registration, booking and invoicing records for a minimum period required by law for tax and accounting purposes. Enquiry records and communication logs may be retained for a reasonable period to enable us to handle follow up requests, resolve disputes and improve our services.

When it is no longer necessary for us to keep your personal data, we will securely delete or anonymise it, so that it can no longer be linked to you.

Data processors and third party service providers

We may share your personal data with carefully selected third party service providers who act as data processors on our behalf. These processors help us provide and support our services, for example by supplying payment processing, website hosting, data storage, or business administration tools.

These service providers are only permitted to use your personal data in accordance with our instructions and for the specific purposes described in this Privacy Policy. They are required to keep your information confidential and to implement appropriate technical and organisational measures to protect it.

We may also share your personal data with professional advisers, such as accountants or legal advisers, where this is necessary for the services they provide to us, and with authorities or regulators where required by law.

We do not sell your personal data to third parties.

International transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, we will take steps to ensure that your personal data receives an adequate level of protection. This may include using standard contractual clauses or relying on other safeguards recognised by data protection law. You can contact us for more information about any international transfers relevant to your data.

Security of your personal data

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it from unauthorised access, accidental loss, disclosure or destruction. These measures are kept under review and may include controlled access to systems, secure storage practices, and staff guidance on data protection responsibilities.

While we take steps to safeguard your personal data, no method of transmission or storage is completely secure. If you have particular concerns about how your data is transmitted or stored, please contact us to discuss them.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These apply to all Man and Van Ilford customers and service users in the Ilford area, subject to certain conditions and exemptions. Your rights include:

Right of access: you can request confirmation of whether we hold personal data about you and obtain a copy of that data, along with information about how we use it.

Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: in some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected.

Right to restriction of processing: you can ask us to restrict how we use your personal data in certain situations, for example while we check its accuracy or consider an objection.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or we need the data for legal claims.

Right to data portability: where our 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 transferred to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, please contact us using your preferred communication method so we can verify your identity and respond to your request.

Complaints and contact

If you have concerns about how we handle your personal data, you can contact us so we can try to resolve the issue. You also have the right to lodge a complaint with the UK supervisory authority for data protection matters. Details of how to raise a concern with the authority are available directly from them.

We encourage you to contact us first so we can work with you to address your concerns wherever 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 best practice. Any changes will take effect when the updated Privacy Policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.

By continuing to use Man and Van Ilford services after any updates, you acknowledge that you have read and understood the updated Privacy Policy as it applies to all Man and Van Ilford customers and service users in the Ilford area.