Privacy Policy

Ilford Man and Van Privacy Policy

This Privacy Policy explains how Ilford Man and Van collects, uses and protects your personal data when you use our services. It applies to all Ilford Man and Van customers and prospective customers in our service area, including those who contact us for quotes, make bookings, or otherwise interact with our business.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We encourage you to read this Privacy Policy carefully to understand how and why we process your personal information and the rights you have in relation to it.

Data Controller

For the purposes of data protection law, Ilford Man and Van is the data controller in respect of the personal data we collect and use about you in connection with our services. This means we decide how and why your personal data is processed.

Personal Data We Collect

We collect only the personal data that is necessary for us to provide and improve our services. The types of information we may collect include:

Identification and contact details such as your name, address, pick up and delivery addresses, and general location information relating to your move or transport request.

Booking and service details such as dates and times of your move, type of move, inventory or description of items to be transported, access information for properties, and any special instructions you provide.

Communication records such as information you provide when you contact us by phone, online form, or other communication channels, including any queries, complaints or feedback.

Payment related information such as confirmation that payment has been made and the method used. We do not store full card details when third party payment processors are used.

Technical data where applicable such as basic usage information relating to our website, including pages visited and general device or browser characteristics, where this is collected through cookies or similar technologies.

Purposes and Lawful Bases for Processing

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

To provide quotations and respond to enquiries. When you request a quote or ask us a question, we process your contact details and information about your move so we can respond. The lawful basis is taking steps at your request prior to entering into a contract and, where applicable, our legitimate interests in running and promoting our business.

To perform our contract with you. When you book our services, we process your personal data to manage and deliver your move, including planning routes, allocating vehicles and staff, confirming booking details, communicating with you about timings, and handling payments. The lawful basis is the performance of a contract with you.

To manage our business operations. We may process your information to administer and improve our services, manage staff and vehicles, maintain records, and handle accounting, taxation and business reporting. The lawful basis is our legitimate interests in operating and developing our business and meeting our legal obligations.

To handle complaints, disputes and legal claims. We may use your information to resolve concerns, enforce our terms, or defend against legal claims. The lawful basis is our legitimate interests in protecting our business and our legal obligations.

To send service related communications. We may contact you with important information about your booking, such as confirmations, changes, and reminders. The lawful basis is performance of a contract and our legitimate interests to ensure the efficient delivery of our services.

To send marketing communications where permitted. We may, on occasion, send information about similar services that may be of interest to you. Where required by law, we will obtain your consent before sending marketing communications. You can opt out at any time.

Data Retention

We keep your personal data only for as long as necessary for the purposes set out in this Privacy Policy or as required by law.

Customer and booking records are generally retained for a period that allows us to manage our relationship with you, respond to queries, and meet our legal and tax obligations. After this period, data will either be securely deleted or anonymised so that it can no longer identify you.

Communications and enquiry records are kept for a reasonable period in order to respond to your requests and maintain appropriate records of our interactions. Where an enquiry does not result in a booking, we will not retain related personal data longer than is necessary for these purposes.

In some cases, we may need to retain personal data for longer if there is a legal requirement to do so or if it is necessary in connection with potential or ongoing legal claims.

Data Processors and Third Party Sharing

We do not sell your personal data. We may share your information with trusted third parties who act as data processors on our behalf to help us provide our services. These may include:

Payment processing providers that handle card or electronic payments on our behalf.

IT and systems providers that supply software, hosting, and data storage services we use to manage bookings, communications, and records.

Professional advisers such as accountants or legal advisers, where sharing of personal data is necessary for legitimate business or legal reasons.

Operational partners where strictly necessary to deliver our services, such as subcontracted drivers or removal partners, and only to the extent needed to carry out the booked service.

All processors are required to process your personal data only in accordance with our instructions, to keep it secure and confidential, and to comply with applicable data protection laws.

We may also disclose personal data where this is required by law, by a court, or by regulatory authorities, or where we believe it is necessary to protect our rights, safety, or the rights and safety of others.

International Transfers

In the normal course of providing our services to customers in our area, we aim to keep your personal data within the United Kingdom or the European Economic Area. If we ever need to transfer your personal data outside these regions, we will ensure appropriate safeguards are in place in line with data protection law, such as using standard contractual clauses or equivalent protections.

How We Protect Your Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who have a genuine business need to know it and who are subject to confidentiality obligations.

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. These include:

The right to be informed about how your data is used, which is the purpose of this Privacy Policy.

The right of access to obtain a copy of your personal data and information about how we process it.

The right to rectification if your personal data is inaccurate or incomplete.

The right to erasure, sometimes known as the right to be forgotten, in certain circumstances, for example where the data 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.

The right to restrict processing in certain situations, for example if you contest the accuracy of the data or object to processing and we are considering your request.

The right to data portability, which allows you, in certain cases, to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to transmit it to another controller.

The right to object to processing where the lawful basis is our legitimate interests or direct marketing. You can always object to direct marketing and we will stop this type of processing.

The right not to be subject to a decision based solely on automated processing, including profiling, where it has legal or similarly significant effects on you. Ilford Man and Van does not carry out such automated decision making in relation to customers.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we process your personal data. We would, however, appreciate the chance to address your concerns first, so we encourage you to contact us directly with any issues.

Children

Our services are intended for adults and business customers. We do not knowingly collect personal data relating to children. If we become aware that personal data relating to a child has been provided to us without appropriate consent, we will take steps to delete it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in the law. Any updates will be effective when published and the revised version will apply to all Ilford Man and Van customers in our service area from that date onward.

You should review this page periodically to stay informed about how we handle your personal data.