Man with Van Little Ilford Privacy Policy

This Privacy Policy explains how Man with Van Little Ilford collects, uses, stores and protects personal data relating to all customers and prospective customers in the Little Ilford area. It is designed to comply with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and potential customers of Man with Van Little Ilford who request information, obtain quotes, make bookings, or otherwise use our services in the Little Ilford area. It covers personal data we collect directly from you, as well as data collected through our service providers when they act on our behalf.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details such as name, address, collection and delivery addresses, and other contact details that you choose to provide. Booking and service information such as requested date and time of service, type of move or transport required, property access details, parking information, and any instructions you provide. Communication records such as information contained in emails, online forms, messages, or phone call notes relating to enquiries, bookings, complaints, or feedback. Payment and transaction data such as payment confirmations, method of payment, and records of invoices and receipts, as necessary for accounting and tax purposes. Technical and usage data such as basic device or browser information and general usage information where this is necessary to operate and improve our website and services.

We do not intentionally collect special category data such as health information, race or ethnic origin, or other sensitive categories. If you voluntarily share such information with us, we will only use it where it is necessary to provide our services and where permitted by law.

How We Collect Your Data

We collect personal data in the following ways:

Directly from you when you request a quote, make a booking, communicate with us by phone or in writing, or provide feedback. Through our website where you submit forms or interact with our online services. From third party service providers that support our operations, for example payment processors or technical suppliers, where they share relevant data with us to complete your booking or payment.

Lawful Basis for Processing

We rely on the following lawful bases under data protection law to process your personal data:

Contractual necessity: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, carry out a move, or manage payments. Legal obligation: We process certain data to meet legal and regulatory requirements, such as tax, accounting, insurance, and record-keeping obligations. Legitimate interests: We process personal data to pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling enquiries and complaints, preventing fraud or misuse, and maintaining accurate records. Consent: In limited cases, we may rely on your consent, for example where you ask us to keep your details on file for future bookings or where required for certain types of marketing. 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 and manage our services, including arranging quotes, processing bookings, planning and carrying out moves or deliveries, and communicating with you about the services you request. To manage payments and billing, including issuing invoices, processing payments and refunds, and keeping accounting records. To respond to enquiries, handle complaints, and provide customer support before, during, and after a service. To improve and develop our services, for example by analysing how customers use our services, monitoring service quality, and updating our internal procedures. To protect our business, for example to prevent and detect fraud, misuse of services, or security incidents. To comply with legal and regulatory duties, including cooperating with authorities where required by law.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors or independent controllers, including:

Service partners and subcontractors who help us deliver our moving and transport services, but only to the extent necessary for them to perform their functions. Payment processors and financial institutions in order to process card or electronic payments and to prevent fraud. Professional advisers such as accountants, auditors, and legal advisers where necessary for legitimate business and legal reasons. IT and system support providers who supply and maintain our IT infrastructure, booking systems, and communication tools.

When we use data processors, we ensure appropriate contractual and technical safeguards are in place so that your personal data is protected and processed only in accordance with our instructions and applicable data protection law. Where data is shared with independent controllers, they are responsible for their own compliance with data protection laws.

Data Transfers Outside the UK

Where it is necessary to transfer personal data outside the United Kingdom, we will only do so where appropriate safeguards are in place, such as using countries that have been formally recognised as providing an adequate level of data protection or implementing approved contractual clauses to protect your data.

Data Retention

We will keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet our legal, accounting, and reporting obligations. In general:

Basic booking and invoicing details are retained for the period required by tax and accounting laws. Enquiry records and quotes may be kept for a limited period to help us manage follow-up requests and repeat custom. Complaint and dispute records may be held for a longer period where necessary to protect our legal rights.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.

Your Data Protection Rights

As a data subject, you have certain rights under data protection law in relation to the personal data that we hold about you. These include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, along with certain additional information. Right to rectification: You can ask us to correct inaccurate personal data or complete incomplete data that we hold about you. Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing. Right to restrict processing: You can ask us to restrict the processing of your personal data in specific situations, such as while we verify the accuracy of data or consider an objection you have raised. Right to object: You can object to the processing of your personal data where we are relying on legitimate interests, including any direct marketing activities. Right to data portability: Where processing is based on consent or on a 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 transfer it to another controller where technically feasible. Right to withdraw consent: Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.

We will respond to all valid requests in accordance with applicable data protection laws and time limits. We may need to verify your identity before we can act on your request.

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 include restricted access to personal data, secure storage, and internal policies and procedures designed to safeguard the information we handle.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we handle personal data. The most current version will always apply to the personal data we process. We encourage you to review this Privacy Policy periodically so that you are aware of how we protect your information.

Contact and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise your data protection rights, you can contact us using the contact details available on our website or through the channels you used to engage our services.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you approach an authority.