Privacy Policy - Romford Man And Van

This Privacy Policy explains how Romford Man And Van collects, uses, stores, and protects personal data in connection with our moving, transport, and related services. It applies to all Romford Man And Van customers in the area, including prospective customers, current customers, and anyone who contacts us about our services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We encourage all customers to read this policy carefully so they understand what information is collected, why it is needed, how long it is kept, and what rights they have over it.

1. Who We Are

Romford Man And Van provides moving and transport services, including home removals, office moves, item collection, and delivery support. In order to perform these services efficiently, we may process personal data relating to customers, property details, service bookings, and communication records.

For the purposes of data protection law, we act as the data controller for the personal information we collect and use in connection with our services.

2. Personal Data We Collect

We collect only the information necessary to provide our services safely and effectively. This may include:

Identity details, such as name and title
Contact details, such as phone number and email address
Address details, including collection and delivery locations
Booking information, including dates, times, service type, and job notes
Payment-related information, where needed for invoicing or record keeping
Property and access details, such as stair access, parking instructions, or entry constraints
Communication records, including enquiries, quotes, complaints, and service updates
Service history, including previous bookings and customer preferences

We generally do not collect special category data unless it is strictly necessary and you choose to share it with us. Special category data may include information about health, religion, or other sensitive matters. If such information is received, it will only be used where a lawful basis exists and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data to manage bookings, deliver services, communicate with customers, and maintain accurate business records. Typical uses include:

Providing quotations and confirming bookings
Planning routes, timings, and service requirements
Contacting customers about their move or delivery
Handling payments, invoices, and refunds where applicable
Keeping records of completed services
Responding to questions, requests, or complaints
Meeting legal, tax, and accounting obligations
Improving our service quality and operational efficiency

We only use personal information for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or another lawful reason under data protection law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the situation, Romford Man And Van relies on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, completing moves, and managing related communication.

Legal Obligation

We may process and retain certain information to comply with legal duties, including tax, accounting, insurance, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing our operations, preventing fraud, maintaining service records, and improving customer support. When we rely on this basis, we consider the impact on your privacy.

Consent

In limited situations, we may ask for your consent, for example where it is appropriate to send certain marketing communications or to process sensitive information that is not required for the service. Where consent is used, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including for legal, accounting, or reporting requirements. The retention period depends on the type of information and the context in which it was collected.

Booking and service records are typically retained for a reasonable period after completion of the job
Financial and invoice records are retained in line with legal and tax obligations
Communication records may be retained to resolve queries, manage complaints, or maintain business continuity
Unsuccessful enquiries may be kept for a shorter period unless needed for follow-up or legal purposes

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

6. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or independent controllers depending on the circumstances. We only share data where necessary and require appropriate safeguards.

Examples of processors may include:

IT and cloud storage providers that host or back up business records
Accounting or bookkeeping providers that help manage invoices and financial records
Communication service providers that support email, phone, or messaging systems
Payment service providers if electronic payment handling is used
Vehicle or operational support providers where relevant to the service

We may also disclose information if required by law, court order, or a lawful request from a public authority. We do not sell personal data.

7. International Transfers

If any processor stores or accesses personal data outside the United Kingdom, we take reasonable steps to ensure appropriate safeguards are in place. These may include approved transfer mechanisms and contractual protections designed to keep your data secure and protected.

8. Data Security

We take the security of personal data seriously and use appropriate technical and organisational measures to protect it from unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, limited staff access, and safe disposal procedures.

While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the information we process.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exceptions, these include:

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

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

10. Complaints

If you are concerned about how your personal data has been handled, you have the right to raise a complaint with the relevant data protection authority. We would also welcome the chance to address your concerns directly and encourage customers to contact us first so we can try to resolve the issue promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or communicated. We recommend reviewing this policy periodically to stay informed about how we protect your data.

12. Summary of Our Commitment

Romford Man And Van is committed to handling customer information responsibly, securely, and in compliance with applicable data protection law. We collect only the data we need, use it for clear and lawful purposes, keep it only as long as necessary, and protect it through appropriate safeguards. Our aim is to provide a reliable service while respecting your privacy and your rights.