Phil’s On It — Privacy Policy

Last updated: 11 September 2026

Phil’s On It respects your privacy and only collects and uses personal information where reasonably necessary to respond to enquiries, provide services, administer bookings and operate the business.

For data protection purposes, Phil’s On It is the data controller for the personal information covered by this policy.

Email: phil@philsonit.co.uk
Phone: 07356 209027

1. Information collected

Depending on how you contact or use Phil’s On It, information collected may include:

• your name;
• telephone number;
• email address;
• collection and delivery postcodes or addresses;
• information about the items you need transported;
• requested dates and times;
• information entered into website quote or contact forms;
• messages and correspondence by email, telephone or WhatsApp;
• booking and payment information;
• information necessary to deal with an enquiry, complaint, insurance matter or claim; and
• basic technical information generated when you use the website.

Phil’s On It does not intentionally collect more personal information than is reasonably necessary.

2. How information is collected

Information may be collected when you:

• use the website quote calculator;
• submit an enquiry or contact form;
• email Phil’s On It;
• telephone or send a message;
• communicate through WhatsApp;
• request or confirm a booking; or
• provide information during or following a job.

Information may occasionally be supplied by another person arranging a legitimate collection or delivery involving you.

3. Why information is used

Personal information may be used to:

• respond to enquiries;
• calculate and provide estimates or quotes;
• assess whether a requested job is suitable;
• arrange collections and deliveries;
• confirm and administer bookings;
• communicate before, during and after a job;
• maintain appropriate business and financial records;
• deal with payments;
• respond to complaints, disputes or insurance claims;
• prevent fraud or misuse of the service;
• maintain the security and operation of the website; and
• comply with legal obligations.

4. Lawful basis

Phil’s On It only uses personal information where there is an appropriate lawful basis.

Depending on the circumstances, this will normally be:

Contract — where information is required to provide a quote, take steps requested before entering a contract, administer a booking or provide the agreed service.

Legal obligation — where information must be retained or used to comply with legal, tax, accounting or other regulatory requirements.

Legitimate interests — where information is reasonably necessary to operate and protect the business, respond to customers, maintain records, resolve disputes, prevent fraud or establish, exercise or defend legal claims, provided those interests do not override the individual’s rights and freedoms.

Consent — where consent is specifically required for a particular use.

5. Website enquiries and quote calculator

Submitting information through the website does not create a confirmed booking.

Information submitted through the quote calculator or contact form is used to respond to the enquiry, assess the requested service and, where appropriate, progress the enquiry towards a booking.

6. Payments

Bookings are normally paid by bank transfer.

Phil’s On It may retain records showing payments received where reasonably necessary for accounting, tax, booking and dispute-resolution purposes.

Phil’s On It does not request customers’ online banking passwords, PINs or security credentials.

7. Sharing personal information

Personal information is not sold to third parties.

Information may be shared where reasonably necessary with organisations that help operate the business, including:

• website hosting and email providers;
• website and form service providers;
• accounting or professional advisers;
• insurers or claims handlers;
• banks and payment providers;
• IT or technical service providers; and
• police, regulators, courts or other authorities where required or permitted by law.

Only information reasonably necessary for the relevant purpose will be shared.

8. International processing

Some technology, email, website, communications or cloud-service providers may process information outside the UK.

Where this occurs, Phil’s On It will rely on the protections and safeguards required by applicable data-protection law and those provided by the relevant service provider.

9. How long information is kept

Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected and for legitimate legal, accounting, insurance or business requirements.

As a general approach:

Enquiries that do not become bookings: retained only for as long as reasonably necessary to deal with the enquiry and any reasonable follow-up.

Booking and transaction records: may be retained for up to six years after the end of the relevant financial year, or longer where required by law or where an ongoing dispute, claim or investigation requires it.

Complaints, incidents and insurance matters: retained for as long as reasonably necessary to investigate and resolve the matter and deal with any related legal or insurance claim.

Information that is no longer required will be deleted or securely disposed of where reasonably practicable.

10. Security

Reasonable technical and organisational measures are used to protect personal information against unauthorised access, alteration, disclosure or loss.

No internet or electronic storage system can be guaranteed to be completely secure, but reasonable precautions appropriate to the information held are used.

11. Marketing

Phil’s On It will not add customers to unrelated marketing communications simply because they requested a quote or booked a service.

Where consent is required for electronic direct marketing, it will be obtained separately.

You can ask to stop receiving marketing communications at any time.

12. Cookies and website technology

The Phil’s On It website may use cookies and similar technologies required for website operation, security, forms and other website functions.

Where non-essential cookies or technologies require consent, they will only be used where the appropriate consent has been obtained.

13. Your data protection rights

Depending on the circumstances and the reason your information is being used, you may have rights including the right to:

• request access to personal information held about you;
• ask for inaccurate information to be corrected;
• request deletion of information in certain circumstances;
• request restriction of processing;
• object to certain uses of your information;
• receive certain information in a portable format; and
• withdraw consent where processing is based on consent.

These rights do not apply identically in every situation.

To exercise a data-protection right, contact:

Email: phil@philsonit.co.uk
Phone: 07356 209027

Your right to object

Where Phil’s On It relies on legitimate interests to use your personal information, you have the right to object to that processing.

Contact Phil’s On It using the details above if you wish to exercise this right.

14. Complaints about personal information

If you have concerns about how your personal information has been handled, please contact Phil’s On It first so the matter can be investigated.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.

Make a complaint to the Information Commissioner’s Office

15. Changes to this Privacy Policy

This Privacy Policy may be reviewed and updated when the business, website, services or applicable legal requirements change.

The current version will be published on the Phil’s On It website.