Privacy Policy - Man With A Van Romford

At Man With A Van Romford, we are committed to protecting the privacy and personal data of all customers, prospective customers, and website users in our area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With A Van Romford customers in area, including anyone who enquires about, books, receives, or otherwise uses our removal and transport services.

1. Who We Are

Man With A Van Romford provides man and van, small removals, delivery, collection, and related transport services. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. The type of information we may collect includes:

Identity details such as your name and title.
Contact details such as your phone number, email address, and address.
Booking information such as the service requested, moving date, collection and delivery locations, property access details, and special instructions.
Payment-related information such as transaction records, billing details, and payment confirmations, where applicable.
Communication records including enquiries, quotes, complaints, and correspondence by phone, email, or message.
Service details such as inventory notes, handling requirements, and photographs provided for quotation or service planning.
Technical data where applicable, such as basic website usage information, IP address, browser type, and device information.

We do not intentionally collect special category personal data unless it is voluntarily provided by you and is necessary to deliver a service or manage a request, and only where we have an appropriate lawful basis to do so.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
make a booking or confirm a service;
communicate with us by phone, email, or message;
provide information during the performance of a service;
submit feedback, a complaint, or a review;
interact with any online forms or systems we use for administration.

We may also receive data from third parties where necessary, such as from someone making a booking on your behalf, a business client, or a payment provider.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging services, and completing the agreed work.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing enquiries, improving our services, maintaining records, preventing fraud, and handling operational administration.

Legal Obligation

We may process and retain certain information where required to comply with legal or regulatory obligations, such as tax records, accounting requirements, or responding to lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive optional marketing communications. Where consent is used, you may withdraw it at any time.

5. How We Use Your Data

We use personal data only for lawful and relevant purposes, including:

providing quotes and responding to enquiries;
managing bookings and delivering moving or transport services;
contacting you about changes, updates, or service details;
processing payments and keeping financial records;
handling complaints, claims, or disputes;
meeting legal, tax, and accounting obligations;
maintaining internal records and improving our operations;
protecting against misuse, fraud, or security incidents.

We only keep information that is relevant and necessary for these purposes. We do not sell personal data.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as independent controllers. These organisations are only permitted to use the data for specified purposes and must protect it appropriately. Examples may include:

Payment service providers to process payments securely;
Accounting or bookkeeping processors to support financial administration;
IT, cloud storage, or software providers to store and manage operational records;
Communication service providers that help us send emails, messages, or booking confirmations;
Professional advisers such as accountants, insurers, or legal advisers where necessary;
Public authorities where disclosure is required by law.

Where processors are used, we take appropriate steps to ensure that they provide sufficient guarantees regarding data protection, confidentiality, and security. If data is transferred outside the UK, we will ensure that suitable safeguards are in place in accordance with applicable law.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods vary depending on the nature of the information and the reason it was collected.

Booking and service records may be retained for a reasonable period to support customer service, dispute resolution, and business administration.
Financial and tax records are retained for the period required by law.
Enquiry records may be kept for a shorter period if no booking follows.
Marketing consent records are retained until consent is withdrawn or no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data Security

We take the security of personal data seriously and use appropriate technical and organisational measures to reduce the risk of loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and careful handling of records.

While no system can be guaranteed as completely secure, we work to maintain a level of protection appropriate to the nature of the data we process.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the lawful basis for processing.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – you may ask us to delete your data in certain circumstances.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests, and to direct marketing at any time.
Right to data portability – you may request a copy of certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the timeframes required by law.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary and provided by an adult acting on their behalf. If we become aware that we have collected data improperly, we will take steps to delete it where appropriate.

11. Automated Decision-Making

We do not use personal data for automated decision-making that produces legal or similarly significant effects. If this changes in the future, we will update this policy and provide further information where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is made available. We encourage customers in the Romford area and surrounding service area to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitment

Man With A Van Romford is committed to processing personal data fairly, lawfully, and transparently. We collect only the information needed to provide our services, we use it for clear and legitimate purposes, we keep it only for as long as necessary, and we share it only with trusted processors or where the law requires it. This policy applies to all Man With A Van Romford customers in area and is intended to ensure that your privacy is respected throughout every stage of our service.