Privacy Policy - Man With Van Chelsea

This Privacy Policy explains how Man With Van Chelsea collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, and other individuals in the Chelsea area. It applies to all Man With Van Chelsea customers in area, including anyone who requests a quote, books a service, receives a delivery, or communicates with us in connection with our moving and van 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. This Privacy Policy is intended to help you understand what information we process, why we process it, and what rights you have in relation to your personal data.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity information such as your name, title, and any business name you provide.
Contact information such as your address, email address, and telephone number.
Booking details such as moving date, pickup and drop-off locations, access instructions, property type, and service preferences.
Payment information such as billing details and transaction records. We do not usually store full card details where payment is processed securely by a payment provider.
Communication records including emails, messages, phone call notes, and complaint or query history.
Service-related information such as inventory lists, photographs supplied for quotation or planning, and information about fragile or bulky items.
Technical information where relevant, such as limited website or device data if you interact with our online services.

We generally collect this data directly from you when you make an enquiry, request a quote, place a booking, or communicate with us. In some cases, we may also receive information from third parties, such as another person arranging a move on your behalf, a property manager, a business client, or a payment processor.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and assess your moving requirements;
to arrange and deliver van, removal, collection, and related services;
to manage bookings, scheduling, route planning, and service updates;
to communicate with you about your enquiry or service;
to process payments, issue invoices, and maintain financial records;
to respond to complaints, disputes, and customer support requests;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or unlawful activity;
to maintain accurate internal records and improve our services.

We will only use your data where we have a valid lawful basis for doing so, as explained below.

3. Lawful Basis for Processing

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

Performance of a Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing a quotation, confirming a booking, collecting service details, completing a move, and managing payment.

Legal Obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving our services, handling customer communications, maintaining records, preventing fraud, and protecting our business operations. Where we rely on legitimate interests, we balance our interests against your privacy rights.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide information for a specific purpose and consent is required by law. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who assist us in operating our business. These third parties act as data processors or, in some cases, independent controllers.

Examples of processors and service providers may include:

IT and cloud service providers used for email, data storage, scheduling, and business administration;
Payment processors that securely handle transactions and billing;
Accounting or bookkeeping providers who support financial administration;
Customer communication tools used for messages, service updates, or records;
Insurance providers and advisers where required to manage claims or risk;
Professional advisers such as lawyers or accountants;
Subcontractors or operational partners assisting with a service, where necessary for delivery.

We require processors to handle personal data securely, confidentially, and only on our instructions, and we seek appropriate contractual protections where required by law. We do not sell your personal data.

We may also disclose personal data if required by law, court order, or other lawful request, or to protect the rights, property, or safety of Man With Van Chelsea, our customers, or others.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal and operational obligations. Retention periods may vary depending on the nature of the data and the reason it is held.

As a general approach:

Enquiry and quotation records may be kept for a limited period to manage follow-up questions, disputes, and service planning.
Booking and service records are kept for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Complaint and claims records may be retained longer where needed to defend legal claims or resolve disputes.
Consent-based records are kept until consent is withdrawn or no longer needed.

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

6. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete information.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restriction - to ask us to limit how we use your data in certain situations.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to object - to object to processing based on legitimate interests or for direct marketing, where applicable.
Right to withdraw consent - where processing is based on consent.

Please note that these rights are not absolute and may be subject to exceptions under data protection law. If you exercise a right, we may need to verify your identity before responding.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful oversight of third-party processors. While no system can be guaranteed to be completely secure, we work to ensure your data is handled responsibly and protected to an appropriate standard.

8. International Transfers

If any of our service providers store or process data outside the United Kingdom, we will take steps required by law to ensure your personal data is protected appropriately. This may include using approved safeguards such as standard contractual clauses or other lawful transfer mechanisms.

9. Children’s Data

Our services are directed to adults and business customers arranging moving or van services. We do not knowingly collect personal data from children except where it is incidentally provided in the context of a household move and is necessary for the service. In such cases, we will only process that data where it is appropriate and lawful to do so.

10. Changes to This Privacy 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 effective. We encourage you to review this policy periodically so that you remain informed about how we use your personal data.

11. Summary of Key Principles

Man With Van Chelsea processes personal data only for clear and lawful purposes, keeps it secure, retains it only as long as needed, and respects your rights under data protection law. We aim to be transparent about how information is used and to ensure that all processing is relevant, proportionate, and limited to what is necessary for providing our services in the Chelsea area.

This Privacy Policy applies to all Man With Van Chelsea customers in area.