Privacy Policy - Man With Van Chelsea

This Privacy Policy explains how Man With Van Chelsea collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With Van Chelsea customers in the Chelsea area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us in connection with our work. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your information may be processed as described in this policy.

1. Information We Collect

We collect only the personal data necessary to provide our services, manage our business, and meet legal obligations. The type of information we collect may include:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact information such as your telephone number, email address, and service address.
Booking details including requested dates, moving locations, property access information, item descriptions, and service preferences.
Payment and transaction data including records of payments made, invoices, and billing history.
Communication records such as emails, messages, notes from calls, and any complaints or service feedback.
Operational information including instructions for handling items, parking arrangements, building access details, and any other information required to complete the move safely and efficiently.
Technical data where applicable, such as basic website or device information if you contact us through digital channels.

We do not intentionally collect special category data unless you choose to provide it to us for a specific reason, and only where this is necessary and lawful. Such data may include information about health or mobility if needed to support a moving arrangement. Where such information is provided, we treat it with additional care.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, manage, and complete moving and delivery services.
To communicate with customers about bookings, schedule changes, or service-related matters.
To issue invoices, process payments, and keep financial records.
To maintain accurate business records and monitor service quality.
To handle complaints, resolve disputes, and support customer service.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We only use your information for purposes that are compatible with providing our services and running our business responsibly.

3. Lawful Basis for Processing

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

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as preparing a quote, confirming a booking, transporting belongings, or completing payment arrangements.

Legal Obligation

We may process and retain data when required to meet legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving services, maintaining security, and keeping internal records.

Consent

In limited situations, we may rely on your consent, especially where processing is not necessary for a contract or legal obligation. If we rely on consent, you have the right to withdraw it at any time.

We will always ensure that any processing is relevant, proportionate, and limited to what is necessary.

4. Sharing Your Information

We do not sell personal data. However, we may share information with trusted third parties when necessary to provide our services or meet legal requirements. These third parties may include:

Payment providers that process card or bank transactions.
Accountants and professional advisers who assist with tax, audit, compliance, or business advice.
IT and system providers that support secure storage, communication, or record management.
Insurance providers where needed for claims handling or risk management.
Subcontractors or operational partners who assist in completing a booking, subject to confidentiality and data protection safeguards.
Authorities or regulators where disclosure is required by law, court order, or lawful request.

Where processors are used, they are permitted to process personal data only on our instructions and must protect it appropriately. We require processors to apply suitable technical and organisational measures to safeguard your data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Quotation and enquiry records may be retained for a reasonable period to manage follow-up questions, business records, and customer service.
Booking and service records may be retained for the duration of the service relationship and for a further period where needed for claims, disputes, or legal compliance.
Financial and tax records are generally retained for the period required by law.
Complaint and incident records may be held for as long as necessary to manage risk and resolve matters properly.

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

6. Data Security

We take appropriate measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to those who need the information to perform their duties. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the nature of the data we handle.

7. 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 specific situations.
Right to object - to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability - to request certain data in a structured, commonly used format, where legally applicable.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need to verify your identity before responding.

8. Children’s Data

Our services are intended for adults arranging moving and delivery services. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household move and only where necessary to carry out the service appropriately. If we become aware that we have collected data from a child without an appropriate lawful basis, we will take steps to delete it.

9. International Transfers

If any service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place to protect the information in line with applicable data protection law. Such safeguards may include adequacy regulations, contractual protections, or other approved transfer mechanisms.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Complaints and Further Information

If you are concerned about how your personal data has been handled, you may raise a concern with us so that we can review and address the issue. You also have the right to complain to the UK data protection authority if you believe your data protection rights have been violated.

In summary, Man With Van Chelsea handles personal data carefully, lawfully, and only to the extent needed to provide moving services, meet legal obligations, and protect the rights of our customers and business.