Privacy Policy
Man with Van Romford Privacy Policy
This Privacy Policy explains how Man with Van Romford collects, uses, stores, and protects personal data relating to our customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and the EU General Data Protection Regulation as applicable. This Privacy Policy applies to all Man with Van Romford customers and users of our services in our operating area.
Who We Are
Man with Van Romford is a transport and removal service provider operating in and around the Romford area. For the purposes of data protection law, we act as the data controller in relation to the personal data that we collect and process about our customers and prospective customers.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:
Identification and contact details such as your full name, address, service location, billing address, and general area of residence.
Communication details such as the information you provide via enquiry forms, online messages, and communications regarding your booking or quote request.
Service details such as details of the items to be moved, access information, preferred dates and times, and any specific instructions relating to your booking.
Transaction information such as amounts quoted, services purchased, payment status, and any relevant invoicing details. We do not store full payment card details; these are processed securely by third-party payment processors where applicable.
Technical and usage information where relevant, such as basic information about how you interact with our website or online booking tools, including the pages you visit and the time and date of your visit. This may be collected using cookies or similar technologies, where used.
Lawful Bases for Processing
We only process personal data when we have a lawful basis under the GDPR. Depending on the specific circumstances, we rely on the following lawful bases:
Contract: We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotations, confirming bookings, delivering moving services, and handling related communications and payments.
Legal obligation: We may process personal data when it is necessary for compliance with our legal obligations, for example, for tax, accounting, and business records requirements.
Legitimate interests: We may process personal data based on our legitimate interests, provided that these interests are not overridden by your fundamental rights and freedoms. Legitimate interests include managing and improving our services, handling customer enquiries, preventing fraud, ensuring the security of our operations, and maintaining business records.
Consent: In limited situations, we may rely on your consent, for example, for certain types of marketing communications where required by law. Where consent is the lawful basis, you can withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes, estimates, and information about our services at your request.
To set up, manage, and fulfil bookings for our man and van services, including planning routes and scheduling staff.
To communicate with you about your enquiries, bookings, changes to services, and after-service follow-up.
To process payments, issue invoices, manage refunds where applicable, and maintain financial records.
To manage and improve our business operations, including quality control, staff training, and service development.
To comply with legal obligations and cooperate with regulators or law enforcement where legally required.
To send you marketing or promotional information about our services where we are permitted to do so by law and, where necessary, where you have given consent. You can opt out of such communications at any time.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary and in accordance with data protection law. These third parties act as data processors or, in some cases, as independent controllers.
Service providers and contractors: We may share relevant personal data with third-party service providers who assist us with our operations, such as information technology support, cloud hosting providers, communication platforms, and payment processors. These providers process personal data only on our instructions and are subject to contractual obligations to protect that data.
Professional advisers: We may share personal data with professional advisers, such as accountants, auditors, or legal professionals, where necessary to obtain advice or to protect our legal rights.
Authorities and regulators: We may disclose personal data where required by law or to respond to lawful requests from public authorities, regulators, or law enforcement, including for the purposes of preventing fraud or other illegal activities.
In all cases where we use data processors, we put in place written data processing agreements requiring them to keep your data secure and to use it only in accordance with our instructions and the GDPR.
International Data Transfers
As a general principle, we aim to keep your personal data within the United Kingdom or the European Economic Area. If we use service providers located outside these regions, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws. These safeguards may include the use of approved standard contractual clauses or reliance on an adequacy decision.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, or for as long as required by law.
Customer records and booking details: We generally retain records relating to bookings and services for a period that allows us to manage our relationship with you, handle any complaints, and meet our tax and accounting obligations. This retention period is typically up to seven years from the end of the relevant financial year.
Enquiry information: Where you request a quote or information but do not proceed with a booking, we may retain your details for a limited period in order to respond to your enquiry, follow up if appropriate, and maintain records of communications. This is usually up to two years, unless there is a specific reason to retain the data for longer.
Marketing data: If you have chosen to receive marketing communications, we will retain your contact details for that purpose until you opt out or withdraw your consent, or until we determine that the information is no longer accurate or needed.
After the applicable retention period has expired, we will either delete or anonymise your personal data in a secure manner.
Data Security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricted access to personal data, staff training, and appropriate safeguards within our information technology systems. While we work hard to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Your Data Protection Rights
Under the GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions.
Right of access: You have the right to request confirmation of whether we process your personal data and to request a copy of that data, together with information about how we use it.
Right to rectification: You have the right to ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and no other lawful basis for processing applies.
Right to restriction of processing: You may ask us to restrict the processing of your personal data in certain situations, for example while we check the accuracy of data you believe is incorrect.
Right to data portability: In some cases, you may have the right to receive personal data that you provided to us in a structured, commonly used, and machine-readable format, and to request that we transfer it to another controller, where this is technically feasible.
Right to object: You have the right to object to our processing of your personal data based on our legitimate interests, including profiling, and to object at any time to the processing of your personal data for direct marketing.
Rights relating to consent: Where our processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you are unhappy with how we handle your personal data. In the United Kingdom, this is typically the Information Commissioner’s Office.
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. The updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contacting Us About Privacy
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our website or through the usual communication channels you use to reach Man with Van Romford.
