Privacy Policy - Man With A Van Chelsea

This Privacy Policy explains how Man With A Van Chelsea collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Chelsea customers in the area, including individuals, households, and businesses that use our moving, delivery, transport, and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Chelsea acts as a data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal data is processed. In some cases, we may also work with third parties who process data on our behalf; these parties act as processors under our instructions.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, meeting legal obligations, and improving customer experience. The types of data we may collect include:

Identity details such as your name, title, and any business name provided.
Contact details such as your address, email address, and telephone number.
Booking and service details such as the date, time, collection and delivery addresses, item descriptions, and special instructions.
Payment information such as billing details and transaction records. We do not knowingly store unnecessary payment card data where this can be avoided.
Communication records including messages, call notes, complaints, feedback, and service-related correspondence.
Access and property information where needed to carry out a move safely, such as floor level, lift availability, parking restrictions, or access arrangements.
Technical data if you interact with digital systems used to manage bookings, including basic device or usage information.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or another lawful condition applies. Special category data may include information about health, religion, ethnic origin, or other sensitive details. Please avoid sharing such information unless it is required for service delivery.

3. How We Use Personal Data

We use personal data only for specific, legitimate purposes. These include:

responding to enquiries and providing quotations;
managing bookings and scheduling services;
carrying out removals, deliveries, packing support, and related logistics;
processing payments and maintaining financial records;
communicating service updates, changes, or issues;
handling complaints, disputes, or claims;
meeting legal, tax, insurance, and regulatory requirements;
protecting against fraud, misuse, and security incidents;
improving service quality, internal training, and operational planning.

We will not use your personal data for purposes that are incompatible with those stated here unless we have a lawful basis to do so and, where required, we notify you.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Depending on the context, Man With A Van Chelsea relies on one or more of the following:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, confirming a booking, completing a move, handling payment, and communicating about your service.

Legal Obligation

We may process data to comply with legal obligations, such as maintaining accounting records, meeting tax requirements, responding to lawful requests, or keeping records required by insurance or transport-related obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include improving our services, preventing fraud, maintaining security, managing customer relationships, and resolving disputes. When relying on legitimate interests, we balance our interests against your privacy rights.

Consent

In limited situations, we may rely on your consent, for example if you voluntarily provide information not required for the service or agree to certain optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

These bases are used only in rare circumstances where necessary to protect someone’s life or where required by law in the public interest.

5. Data Sharing and Processors

We may share personal data with trusted third parties where needed to operate our business and provide services. These recipients may include:

payment service providers for taking and reconciling payments;
accountants and professional advisers for financial, legal, or compliance support;
IT and software providers for booking systems, storage, communication tools, and cybersecurity;
insurance providers where claims, incidents, or policy administration require it;
subcontractors and operational partners who help deliver services under our instructions;
public authorities where we are required by law to disclose information.

Where a third party processes personal data on our behalf, it acts as a processor. We require processors to follow our instructions, keep data secure, use it only for permitted purposes, and implement appropriate technical and organisational safeguards. We do not sell personal data.

6. International Transfers

Some processors may store or access data outside the UK. If this happens, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections, to keep your data protected.

7. Data Retention

We retain personal data only for as long as necessary for the purpose it was collected, including to satisfy legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and context of processing.

Quotation and enquiry data may be kept for a limited period to manage future enquiries and customer service.
Booking and service records may be retained for a period necessary to fulfil contracts, address disputes, and support service history.
Financial records are kept for the period required by tax and accounting laws.
Complaint, incident, and claim records may be retained longer where needed for insurance or legal purposes.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

8. Security of Personal Data

We use appropriate measures to protect personal data from unauthorised access, alteration, loss, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, backup procedures, and data minimisation. While no system is completely risk-free, we take reasonable steps to reduce risks and protect your information.

9. Your Rights Under GDPR

You have important rights regarding your personal data. Subject to legal limits, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information you provided to us, where applicable;
withdraw consent at any time where processing is based on consent;
lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been violated.

To help protect your privacy, we may need to verify your identity before responding to a request. We aim to respond within the time limits required by law.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is unavoidable in the course of providing a service requested by an adult customer. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it.

11. Automated Decision-Making

We do not use personal data for decisions that produce legal or similarly significant effects on individuals based solely on automated processing. If this changes, we will provide appropriate information about the logic involved, the significance, and your rights.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to remain informed about how personal data is handled.

By using the services of Man With A Van Chelsea, you acknowledge that you have read and understood this Privacy Policy and that it applies to all Man With A Van Chelsea customers in area.

This policy is designed to be transparent, lawful, and limited to the data required for service delivery and compliance.