Privacy Policy

Man With a Van Romford Privacy Policy

This Privacy Policy explains how Man With a Van Romford collects, uses, stores, and shares personal data relating to its customers. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man With a Van Romford customers in the Romford area and any person who contacts us to enquire about our services.

Who We Are

Man With a Van Romford provides transport and moving services to residential and business customers in the Romford area. For the purposes of data protection law, Man With a Van Romford is the data controller in respect of the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data.

Personal Data We Collect

We collect and process different types of personal data in connection with our services, including:

Contact details such as full name, address, service address, billing address, and town or city.

Communication details such as your preferred method of contact and any information you provide when you contact us, request a quote, or make a booking.

Booking and service information such as move dates, collection and delivery locations, access information for properties, inventory descriptions, and any special instructions relating to your move.

Payment-related information such as records of payments made, payment status, invoices, and transaction references. We do not store full payment card details when third party payment processors are used.

Technical and usage data such as basic information collected through our website forms and communications, including time and date of enquiry and device or browser information where relevant.

Any other information you choose to provide to us that is necessary for arranging or carrying out our services, dealing with queries, or resolving complaints.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, through our website forms, or in writing, when you request a quote, make a booking, or communicate with us about our services.

We may also obtain data from third parties where you have authorised them to share it with us, for example if a letting agent, landlord, or business contact books our services on your behalf and provides your details so we can complete the work.

Lawful Bases for Processing

We only process your personal data when we have a lawful basis to do so under the UK GDPR. Depending on the context, we rely on the following lawful bases:

Contract: We process your data where it is necessary to enter into or perform a contract with you, such as to provide quotes, confirm bookings, deliver our services, and manage payments.

Legal obligation: We may process personal data where it is necessary to comply with legal or regulatory obligations, such as record keeping, tax, and accounting requirements.

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. This includes managing our relationship with you, improving our services, responding to enquiries, and ensuring the security of our operations.

Consent: In limited situations, we may rely on your consent, for example if we wish to send certain types of marketing communications that go beyond our existing customer relationship. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations, confirm availability, and manage bookings.

To deliver our moving and transport services, including planning routes, scheduling staff, and ensuring access to properties.

To communicate with you before, during, and after your move, including sending confirmations, updates, and responding to your questions.

To issue invoices, process payments, and manage any refunds or disputes.

To keep records of the services we have provided for accounting, tax, and audit purposes.

To handle feedback, complaints, and claims.

To maintain and improve our services and operations.

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

Data Retention

We keep your personal data only for as long as is necessary to fulfil the purposes described in this Privacy Policy and to meet legal, accounting, or reporting requirements.

In general we retain customer records, invoices, and associated booking information for the period required by tax and accounting laws. After this period, data is securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

Information collected for a quote or enquiry that does not result in a booking may be retained for a limited period in order to follow up on your enquiry, manage our records, and respond to any later questions you may have, after which it will be deleted or anonymised.

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors may include:

Payment processing providers used to handle card and electronic transactions.

Accountants or bookkeeping providers that help us with financial records and compliance.

IT, hosting, and communications providers that support our website, email, and data storage systems.

These processors are only permitted to process your personal data in accordance with our instructions and are required to keep your information secure and confidential. They are not allowed to use your personal data for their own purposes.

We may also share personal data where it is necessary with insurers, legal advisers, or law enforcement authorities to protect our rights, handle claims, or comply with legal obligations.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as using standard contractual clauses or relying on other lawful transfer mechanisms recognised under data protection law.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration. These measures include restricting access to personal data to staff and processors who need it for their duties, using secure systems and devices, and ensuring that our data processors are contractually obliged to maintain suitable security standards.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you have the right to:

Access: Request confirmation of whether we process your personal data and obtain a copy of the data we hold about you.

Rectification: Ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Erasure: Request that we delete your personal data where there is no longer a lawful basis for us to keep it.

Restriction: Ask us to restrict the processing of your personal data in certain circumstances.

Objection: Object to our processing of your personal data where we are relying on legitimate interests, including any profiling related to those interests.

Data portability: Request that we provide you or another controller with a copy of certain personal data in a structured, commonly used, and machine-readable format, where our processing is based on consent or contract and carried out by automated means.

Withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before you withdrew consent.

You can exercise your rights by contacting us using the contact details provided when you booked our services or on our website. We may need to verify your identity before responding to your request. We aim to respond within one month or within any extended period permitted by law for complex or multiple requests.

Complaints

If you are unhappy with how we have handled your personal data, you can contact us so that we can try to resolve your concerns. You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner's Office. Details on how to do this can be found on the Information Commissioner's Office website.

Changes 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 process personal data. The updated version will apply to all Man With a Van Romford customers in the Romford area from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.