Romford Man and Van Privacy Policy

This Privacy Policy explains how Romford Man and Van collects, uses, stores and shares personal data relating to customers and prospective customers in the Romford and surrounding areas. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Romford Man and Van customers, including individuals and businesses, located in our service area. It covers personal data collected in connection with man and van services, removals, deliveries, and any related enquiries or bookings made by phone, in writing, or in person.

Data Controller

Romford Man and Van is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed in connection with our services.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and the services you use. The main types of personal data we may collect are:

Identification and contact details, such as your full name, postal address, collection and delivery addresses, and any other contact details you choose to provide.

Service and booking information, such as details of the items to be moved, preferred dates and times, access details for properties, instructions you provide to complete a move, and records of the services we deliver.

Communication records, including information you provide when you contact us to request a quote, make a booking, ask a question, give feedback, or make a complaint. This may include notes of telephone conversations and copies of correspondence.

Payment and transaction data, such as details of the amount charged, payment method, and confirmation that payment has been made. We do not store full payment card details when payments are processed through secure third-party payment providers.

Technical and usage data, which may include basic information about how you use any websites or online forms we operate, such as dates and times of visits and pages viewed, where applicable.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm service details, or communicate with us during and after the provision of services. This can be by telephone, through online forms, or in person.

We may also receive personal data from third parties if they are arranging services on your behalf, such as a family member, business partner, or another organisation. In these cases, we treat the data in accordance with this Privacy Policy.

Lawful Basis for Processing

We only process your personal data when we have a lawful basis to do so under the UK GDPR. The main lawful bases we rely on are:

Performance of a contract. We process personal data as necessary to provide man and van services, including preparing quotes, confirming bookings, carrying out removals or deliveries, and managing payments and invoices.

Compliance with legal obligations. We may process personal data to meet our legal and regulatory duties, including record-keeping, tax and accounting requirements, and responding to lawful requests from authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing and improving our services, handling customer queries and complaints, and maintaining accurate records of our operations.

Consent. In limited circumstances, we may rely on your consent, for example if you ask us to keep your details on file for future bookings where no contract is yet in place. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data to provide and manage our services, including generating quotes, confirming and managing bookings, planning and carrying out moves, and processing payments.

We also use personal data to communicate with you about your booking, such as sending confirmations, clarifying instructions, and dealing with any issues that arise before, during or after a move.

Additionally, we may use your data to improve our services, train staff, maintain accurate records, and resolve disputes. Where appropriate, we may use your details to request feedback so we can understand how well our services met your expectations.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These may include providers of payment processing services, secure data storage services, and providers of business and administrative support tools.

When we use data processors, we ensure there is a written agreement in place requiring them to process your personal data only in accordance with our instructions, to keep it secure, and to comply with data protection law.

In certain situations, we may also share personal data with professional advisers such as accountants or legal advisers where this is necessary to protect our legitimate interests or comply with legal obligations.

We may share personal data with law enforcement or regulatory authorities if we are required or permitted to do so by law.

We do not sell your personal data to third parties.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.

Customer and booking records are generally retained for a period that allows us to meet our contractual obligations, deal with any follow-up queries or disputes, and comply with tax and accounting requirements. After the relevant retention periods expire, personal data is securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

The exact retention period can vary depending on the type of data, the nature of the services provided, and our legal obligations.

International Transfers

Our primary operations are based in the United Kingdom. If we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that any transfer of personal data is carried out in compliance with data protection law, using appropriate safeguards to protect your data.

Data Security

We take appropriate technical and organisational measures to protect your personal data from accidental loss, unauthorised access, alteration, or disclosure. These measures include limiting access to personal data to those employees, contractors, and service providers who need it to perform their duties, and requiring them to handle data in a confidential and secure manner.

Your Data Protection Rights

Under the UK GDPR, you have a number of rights in relation to your personal data. These include:

The right to access your personal data and obtain a copy of the information we hold about you, subject to certain exemptions.

The right to request correction of inaccurate or incomplete personal data we hold about you.

The right to request deletion of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

The right to request restriction of processing of your personal data in specific situations, such as while we are considering a request to correct data.

The right to object to processing where we rely on legitimate interests as our lawful basis, including for direct marketing activities where applicable.

The right to data portability in certain circumstances, allowing you to receive your personal data in a commonly used, machine-readable format and to transmit it to another controller where technically feasible.

You also have the right to withdraw consent where we rely on consent as the lawful basis for processing. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Complaints and Further Information

If you have concerns about how we handle your personal data or wish to exercise any of your data protection rights, you can contact us using the details provided when you arranged your service or on our official materials.

You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your data protection rights have been infringed.

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. Any 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.