LAST UPDATED 12 OCTOBER 2026
Privacy policy
This policy explains how personal data is handled by Trades Van Systems, operated by My Best Solutions Ltd (company no. 14243668), 167–169 Great Portland Street, 5th Floor, London W1W 5PF. Contact us about privacy at hello@mybestsolutions.co.uk.
Who is the controller and who is the processor?
When you visit Trades Van Systems, contact us or send us an order enquiry, My Best Solutions Ltd is the data controller. That means we decide why and how that information is used.
When a trade business uses its own customer website and van system, that trade business is normally the data controller for its customers’ personal data. My Best Solutions Ltd acts as its data processor, handling that data only to provide, secure, support and maintain the service and on the trade business’s documented instructions, unless the law requires otherwise.
The trade business is responsible for telling its customers how it uses their data, choosing an appropriate lawful basis, responding to their rights requests and ensuring the information it enters is lawful and accurate. We support the trade business with its processor obligations. A written data-processing agreement can form part of the customer contract.
Personal data we handle
For Trades Van Systems enquiries, we collect the details you submit: your name, business name, trade, number of vans, phone number, email address, current website, preferred domain and message. We may also hold our communications with you and basic technical and security records needed to protect the service.
For a trade customer’s website and van system, the information handled depends on the features used. It may include customer and contact details, addresses and properties, job and booking details, notes, photographs, appliance information, invoices and payment status, reminders, voice input used to prepare drafts, and landlord gas safety certificate details for gas engineers. The trade business decides what information is entered and how it is used.
Please do not submit information that is unnecessary. The service is not intended for children and we do not knowingly offer it directly to children.
Why we use personal data and our lawful bases
As controller, we use enquiry and business-contact data to respond to requests, discuss and supply the service, administer customer relationships and keep the website secure. We rely on taking steps at your request before entering a contract, performing a contract, complying with legal obligations, and our legitimate interests in running and protecting the business. Where the law requires consent for a particular activity, we will ask for it separately and it may be withdrawn.
As processor, we use a trade customer’s data only to provide and support its website and van system, including bookings, jobs, customers, invoices, route information, reminders and customer-approved drafts. The trade business determines the lawful basis for that processing.
AI-assisted features
AI-assisted features may use information supplied by the trade business to prepare drafts, such as invoice wording or certificate fields. The trade user must check and confirm the result before using or sending it. The AI does not make decisions that produce legal or similarly significant effects about individuals on its own.
Who receives personal data?
Access is limited to authorised people who need it. We use service providers for cloud hosting, database and storage, website operation, communications and technical support. They act under contracts and may process information only for the agreed service. We may also disclose information to professional advisers, regulators, courts, law enforcement or another party where required by law, or in connection with a properly managed sale or reorganisation of the business.
We do not sell personal data. A trade business’s customer enquiries belong to that trade business and are not sold as leads.
Where data is hosted and international transfers
The main Lovable Cloud backend for this service is hosted in the EU West region. It is not hosted in Japan. Hosting in the European Economic Area is an international transfer from the UK, but the UK currently recognises the EEA as providing adequate protection for personal data.
Some approved service providers or support operations may process limited information outside the UK or EEA. Where that happens, we use a lawful transfer mechanism as required by UK GDPR, such as UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to approved standard contractual clauses, together with appropriate checks and safeguards. Contact us if you would like more information about the safeguards relevant to your data.
How we protect data
We use proportionate technical and organisational measures designed to protect personal data against loss, misuse, unauthorised access, alteration and disclosure. Enquiries are stored in Lovable Cloud; public visitors cannot read submissions, and access is restricted to authorised administrators. The public form also uses a hidden spam trap and submission limits. No internet service can guarantee absolute security.
If a personal-data breach occurs, we assess it promptly and notify the relevant controller, the Information Commissioner’s Office and affected individuals where UK GDPR requires this.
How long we keep data
We keep Trades Van Systems enquiries and business records only for as long as needed to respond, provide the service, handle disputes, enforce agreements and meet tax, accounting or other legal obligations. The period depends on the nature of the record and why it is held.
Customer-system data is kept while the service is active and as needed to provide it. If a subscription payment is missed, the website and system remain available for 60 days to allow the payment to be put right. After 60 days they are taken offline, not immediately deleted, and an export of customers, invoices and certificates may be requested for a further 30 days. After the applicable service and export periods, data is deleted or anonymised when no longer required, subject to legal obligations and limited backup-retention cycles.
Your UK GDPR rights
Depending on the circumstances, you may have the right to ask for access to your personal data, correction, deletion, restriction, or transfer, and to object to processing. You may also withdraw consent where processing relies on consent. These rights are not absolute, and the law may allow or require some information to be retained.
If your request concerns data held in a trade business’s website or van system, contact that trade business first because it is the controller. We will assist it in responding. If your request concerns a Trades Van Systems enquiry or our own business records, email hello@mybestsolutions.co.uk. We may need to verify your identity and will normally respond within one month.
You may complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would appreciate the opportunity to address your concern first.
Cookies and similar technology
The Trades Van Systems marketing site does not currently use advertising cookies or non-essential analytics cookies. It uses temporary browser storage to remember whether the one-off logo animation has played in the current tab. Customer websites and systems may use strictly necessary storage to provide requested features. If non-essential cookies or analytics are introduced, the relevant notice and consent controls will be updated before they are used where required.
Changes to this policy
We may update this policy when the service, suppliers or law changes. The latest version will appear on this page with its updated date. Material changes affecting trade customers may also be communicated directly.