Privacy Policy for Man With A Van Chelsea

Man With A Van Chelsea is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our removal and transportation services. It applies to all Man With A Van Chelsea customers in the area, including prospective customers, current customers, and anyone who contacts us about our services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this Privacy Policy carefully to understand how your information is managed.

1. Data We Collect

We may collect and process different types of personal data depending on how you interact with us and what services you request. This may include:

• Identity details: your name, title, and any business name you provide.
• Contact details: address, email address, telephone number, and other communication details.
• Service information: collection and delivery addresses, moving dates, property access details, inventory lists, and instructions relating to your move.
• Payment information: billing details, payment status, and transaction records. We do not store more payment information than is necessary to process the transaction securely.
• Correspondence: records of emails, calls, messages, or notes from discussions about your booking or service requirements.
• Technical data: limited information such as device type, browser details, IP address, and usage data if you interact with our digital systems.
• Feedback and complaint data: reviews, complaints, service ratings, and responses.

We only collect personal data that is relevant and necessary for operating our services, improving customer experience, meeting legal obligations, and resolving issues efficiently.

2. How We Use Your Data

We use personal data for a range of business and operational purposes. These may include:

• providing quotations and confirming bookings;
• planning and carrying out removal or transport services;
• communicating with you about appointments, changes, or service requirements;
• processing payments and keeping financial records;
• handling customer service requests, complaints, and claims;
• maintaining safety, security, and fraud prevention measures;
• meeting legal, regulatory, and tax obligations;
• improving service quality, operations, and customer satisfaction.

We will not use your personal data for purposes that are incompatible with those described in this policy unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. For example, we need your name, address, and service details to provide moving services, confirm bookings, and complete the requested work.

Legal Obligation

We may process personal data where necessary to comply with legal requirements, such as tax, accounting, record-keeping, or regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. This may include service administration, customer support, fraud prevention, business improvement, and maintaining internal records. When relying on legitimate interests, we assess the potential impact on your privacy and take appropriate safeguards.

Consent

In certain situations, we may rely on your consent, for example where it is required for specific optional communications or processing activities. If we rely on consent, you have the right to withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for service delivery, administration, and legal compliance. These third parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Examples of processors and service providers may include:

• Payment processors: to process card or electronic payments securely.
• IT and cloud service providers: to host systems, store records, and support business operations.
• Communication providers: to send service-related messages or manage customer communications.
• Accounting and bookkeeping providers: to support invoicing, tax, and financial record management.
• Professional advisers: such as legal, insurance, or compliance advisers where necessary.

We may also disclose personal data if required by law, court order, or government authority, or where disclosure is necessary to protect our rights, property, staff, customers, or the public.

Where processors handle personal data on our behalf, they are bound by contractual obligations to process the data only in accordance with our instructions, to keep it secure, and to use it only for agreed purposes.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, or reporting obligations. Retention periods vary depending on the nature of the data and the reason we hold it.

In general:

• booking and service records are kept for a period necessary to manage customer relationships and resolve disputes;
• financial and tax-related records are retained for the period required by law;
• correspondence and complaint records may be kept for longer if needed to evidence the handling of a matter;
• data no longer required is securely deleted, anonymised, or archived in line with our retention practices.

We review the data we hold periodically and ensure it is not kept for longer than necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling procedures.

Although we do our best to protect your data, no system can be guaranteed completely secure. If a personal data breach occurs and we are legally required to do so, we will take appropriate steps to notify affected individuals and the relevant authorities.

7. Your Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to legal exceptions or limitations.

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can ask us to correct inaccurate or incomplete information.
• Right to erasure: you may ask us to delete your data in certain circumstances.
• Right to restriction: you can request that we limit how we use your data in certain situations.
• Right to object: you can object to processing based on legitimate interests or direct marketing.
• Right to data portability: you may request that we provide certain data in a structured, commonly used format.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on your request.

8. Marketing Communications

We will only send marketing communications where permitted by law. If you have agreed to receive marketing updates, you can opt out at any time. We will respect your preferences and stop sending such messages where required.

9. Children’s Data

Our services are intended for adults and business customers arranging removals or transport. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a service arrangement and is necessary for that service.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Commitment

Man With A Van Chelsea processes personal data responsibly and only when necessary. We collect the information needed to provide services, manage bookings, communicate effectively, maintain records, and meet legal obligations. We use clear lawful bases for processing, limit data sharing to trusted processors and required disclosures, retain data only as long as needed, and respect your rights under data protection law.

By using our services, you acknowledge that this Privacy Policy applies to all Man With A Van Chelsea customers in the area.