Privacy Policy

We only collect information we actually need in order to quote for work, carry it out, and run our business properly. Depending on how you deal with us, that may include:

• Contact details — your name, email address, telephone number and, where relevant, your company name and address.
• Vehicle details — the make, model, year and registration of the van we are quoting for or working on, together with any warranty or lease conditions you tell us about.
• Enquiry and booking details — the racking or ply lining you are interested in, the content of your message, your chosen consultation or fitting date, and the notes we make while dealing with your job.
• Transaction records — quotations, invoices, deposits and payments, and the correspondence relating to them.
• Photographs of completed work — as set out in section 13 of our Terms & Conditions. We do not publish customer names or identifying vehicle details without consent.
• Website and device information — pages visited, approximate location derived from your IP address, browser and device type, and how you arrived at the site. This comes from cookies and similar technologies, and is covered in section 6.

We do not ask for or knowingly collect any special category data (such as health or biometric information), and we do not carry out any automated decision-making or profiling that produces legal effects for you.

• Directly from you — through our website contact form, the online booking wizard, email, telephone, WhatsApp, social media, or in person at our workshop.
• Automatically — through cookies and similar technologies when you use our website, where you have allowed them.
• From third parties — for example a fleet operator or employer booking work on a vehicle you drive, or a finance provider where you have asked us to arrange finance.

Under UK GDPR we must have a lawful basis for using your personal data. Ours are:

• To respond to your enquiry and prepare a quotation — because it is necessary to take steps at your request before entering into a contract.
• To arrange, schedule and carry out your installation, and to take payment — because it is necessary to perform our contract with you.
• To provide after-sales support and handle warranty claims and complaints — performance of our contract, and our legitimate interest in standing behind our work.
• To keep accounting, tax and VAT records — because we are under a legal obligation to do so.
• To keep our own records of jobs, vehicles and correspondence, to prevent fraud, and to establish or defend legal claims — our legitimate interests in running and protecting the business, balanced against your rights.
• To send marketing communications, and to use analytics and advertising cookies — on the basis of your consent, which you can withdraw at any time.
• To use photographs of completed work in our marketing — our legitimate interest in showing the work we produce. You can ask us not to photograph your vehicle before drop-off, or ask us to remove an image afterwards.

We do not sell your personal data, and we never share it for someone else’s marketing. We do use a small number of trusted suppliers who process data on our behalf under contract, and who may only use it on our instructions:

• Website hosting — our site and its forms are hosted on Vercel.
• Email delivery — enquiry and booking confirmations are sent through Resend, and our business email is provided by Microsoft 365.
• Customer records — enquiries and bookings are recorded in our monday.com CRM so we can manage your job.
• Analytics and advertising — where you have consented, Meta (Facebook and Instagram) and our analytics provider receive website usage data.
• Messaging — if you contact us via WhatsApp, that conversation is carried over WhatsApp’s platform.
• Payments, accounting and finance — our bank and card processor, our accountants and bookkeeping software, and, where you ask us to arrange finance, the relevant finance provider.

We may also disclose information where we are required to by law, by a court, or by a regulator, or where it is necessary to protect our rights or the safety of others. If our business is sold or transferred, customer records may pass to the buyer, who would remain bound by this policy.

Our records are held in the UK and the European Economic Area wherever possible. Some of the suppliers listed above are based in, or store data in, the United States. Where personal data is transferred outside the UK, we rely on the UK Government’s adequacy regulations or on the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, so that your data continues to receive an equivalent level of protection.

Our website uses cookies and similar technologies in three categories:

• Essential cookies — needed for the site to work, for example to keep forms and security working and to remember your cookie choice. These do not require consent and cannot be switched off.
• Analytics cookies — help us understand how visitors use the site, which pages are popular and where people run into trouble, so we can improve it.
• Marketing cookies — including the Meta Pixel, used to show you relevant advertising on Facebook and Instagram and to measure how our campaigns perform.

When you first visit the site you are shown a cookie banner. Analytics and marketing cookies are only intended to be used where you have accepted them. You can change your mind at any time by clearing your browser data for this site, which will bring the banner back so you can choose again, and you can block or delete cookies entirely in your browser settings — though some parts of the site may not work as well if you do.

We will only send you marketing emails or messages where you have asked us to, or where you are an existing customer and the message relates to similar products and services. Every marketing message includes a way to opt out, and you can also unsubscribe at any time by emailing contact@plyvanracking.com. Opting out of marketing does not stop the messages we need to send you about a booking or job in progress.

• Enquiries that do not lead to a booking — up to 24 months, so we can pick up the conversation if you come back to us.
• Customer and job records — for 6 years after the end of our contract with you, to cover our 12-month warranty and the limitation period for contractual claims.
• Accounting and VAT records — at least 6 years, as required by HMRC.
• Marketing consents and opt-outs — until you withdraw consent, and thereafter a minimal record of the opt-out so we do not contact you again in error.
• Website analytics data — typically no more than 26 months.

When we no longer need personal data, we delete it or anonymise it.

We use appropriate technical and organisational measures to keep your information safe. Our website is served over HTTPS, access to our email and CRM is restricted to the people who need it and protected by strong passwords and multi-factor authentication, and paper records are kept securely at our premises. No system can be guaranteed completely secure, but if a breach occurs that is likely to result in a risk to your rights and freedoms we will report it to the Information Commissioner’s Office within 72 hours and tell you where we are required to.

Under UK data protection law you have the right to:

• Be informed about how we use your data — which is the purpose of this policy.
• Access a copy of the personal data we hold about you.
• Rectification — have inaccurate or incomplete data corrected.
• Erasure — ask us to delete your data where we no longer have a good reason to keep it.
• Restrict processing — ask us to pause our use of your data while a concern is resolved.
• Data portability — receive the data you gave us in a portable format, or have it sent to another provider.
• Object — to processing based on our legitimate interests, and to direct marketing at any time.
• Withdraw consent at any time where we rely on consent, without affecting anything done before you withdrew it.

To exercise any of these rights, email contact@plyvanracking.com or write to us at the address above. We will respond within one month. There is normally no charge, though we may ask you to confirm your identity first.

If you are unhappy with how we have handled your personal data, please tell us first so we have the chance to put it right. You also have the right to complain to the UK’s data protection regulator:

Our services are aimed at businesses and adult vehicle owners. We do not knowingly collect personal data from anyone under 18. If you believe a child has given us their details, please contact us and we will delete them.

Our website links to other sites, including our social media profiles, our finance partners and manufacturers of components we fit. This policy applies only to our website, and we are not responsible for how those third parties handle your data — please read their own privacy notices.

We review this policy regularly and may update it as our services or the law change. Any new version will be published on this page with a revised “last updated” date. Where a change materially affects how we use your data, we will tell you directly.