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, transport, and related services. It applies to all Man With Van Chelsea customers in the area, including people who request quotes, book services, communicate with us, or use our moving and van services in any capacity.

1. Who we are

Man With Van Chelsea acts as the data controller for the personal data described in this policy when we determine the purposes and means of processing. We are committed to handling personal information in accordance with the UK GDPR and the Data Protection Act 2018. This policy is intended to help you understand what we do with your data and the rights you have in relation to it.

2. Personal data we collect

We only collect personal data that is necessary for providing our services, managing customer relationships, operating our business, and meeting legal obligations. The categories of information we may collect include:

Identity information such as your name and, where relevant, business name.
Contact details including email address, telephone number, and service address.
Booking and service details such as moving date, item descriptions, collection and delivery locations, access notes, and special instructions.
Payment and billing information required to process invoices, payments, or refunds.
Communication records including emails, messages, call notes, and any feedback or complaints.
Operational data such as scheduling information, route details, and service preferences.
Website or device data if you interact with our online presence, such as basic technical information, though this may be limited depending on the tools used.
Special category data only where strictly necessary and where a lawful basis applies, for example if you voluntarily provide information relevant to access needs. We will handle such data with extra care.

We do not intentionally collect more information than is needed. Where you choose to provide additional details, we will use them only for the purpose for which they were given, or for another compatible lawful purpose.

3. How we use your data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings, perform moving and transport services, and coordinate schedules.
To communicate with customers about service updates, confirmations, delays, or follow-up issues.
To process payments, issue invoices, and maintain financial records.
To handle customer support, complaints, and claims.
To improve our services, train staff, and maintain service quality.
To comply with tax, accounting, and other legal or regulatory requirements.
To protect against fraud, misuse, or unlawful activity.

We may also use data in aggregated or anonymised form for internal analysis. Where data has been anonymised properly, it is no longer personal data under GDPR.

4. Lawful basis for processing

We process personal data only where the law allows us to do so. Depending on the situation, our lawful bases may include:

Contract

We process information that is necessary to enter into or perform a contract with you. This includes handling booking details, carrying out the service, and managing billing.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include business administration, service improvement, customer communications, fraud prevention, and record keeping.

Legal obligation

We may process data when required to comply with legal duties, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example if we need permission to use certain optional information. Where consent is the basis, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data sharing and processors

We may share personal data only where necessary and only with trusted third parties who help us run our business. These third parties may act as processors or independent controllers depending on the service provided. Our processors may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that support invoicing and financial record keeping.
IT and cloud service providers that store data or support our business systems.
Communication service providers that help manage emails, messages, or telephone services.
Professional advisers such as insurers, lawyers, or auditors where necessary.
Delivery or logistics partners where a service requires coordination with other parties.

We require processors to protect personal data using appropriate technical and organisational measures and to process it only on our instructions. We do not sell personal data. We may also disclose data if required by law, court order, or a lawful request from a public authority.

6. International transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We aim to keep personal data within secure systems and to use only reliable providers.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the context of the service.

Enquiry data may be kept for a reasonable period if no booking occurs, to allow follow-up and business administration.
Booking and service records are generally kept for the duration of the service relationship and for a further period where needed for disputes, warranties, or claims.
Financial records are kept for the period required by tax and accounting laws.
Complaint or dispute records may be retained longer where necessary to defend legal rights or meet insurance obligations.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed periodically to ensure we do not keep personal data for longer than necessary.

8. Your rights under GDPR

As a data subject, you have rights over your personal data. Subject to legal limits, these rights include:

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 data.
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 some 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 to direct marketing where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to raise concerns with us first so we can try to resolve the issue promptly and fairly.

9. Security of your data

We use appropriate security measures to help protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and careful supplier selection. While no system can be guaranteed completely secure, we take reasonable steps to reduce risks and to safeguard information throughout its lifecycle.

10. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in the context of a family move or similar lawful service arrangement and provided by an adult responsible for the booking. If we become aware that we have collected data improperly, we will take appropriate steps to remove it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our operations. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of our commitment

In summary, Man With Van Chelsea collects only the personal data needed to provide moving and transport services, relies on lawful bases such as contract, legitimate interests, consent, and legal obligation, and retains information only for as long as necessary. We use trusted processors, apply appropriate safeguards, and respect your rights under data protection law. This policy applies to all Man With Van Chelsea customers in area and is designed to ensure your personal data is handled fairly, securely, and lawfully.