Privacy Policy - Man With Van Chelsea

This Privacy Policy explains how Man With Van Chelsea collects, uses, stores, shares, and protects personal data in connection with its moving and transport services. It applies to all Man With Van Chelsea customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal information in a lawful, fair, and transparent manner 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 personal data may be processed as described in this policy. We keep this notice under review so that it remains accurate and clear. Protecting your privacy is an important part of how we operate.

1. What Data We Collect

We collect only the information that is necessary to provide, manage, and improve our services. Depending on how you interact with us, we may collect the following categories of personal data:

Identity information: name, title, and, where needed, business name.
Contact information: address, email address, and phone number.
Service details: moving addresses, access information, move dates, item descriptions, inventory notes, and special handling requirements.
Payment information: billing details, transaction records, and payment status. We do not store full card details unless necessary for a specific payment process handled securely by a payment provider.
Communication records: messages, enquiries, complaints, feedback, and notes from calls or correspondence.
Operational data: scheduling information, delivery instructions, and records related to the fulfilment of your move.
Technical data: limited device or browsing information if you interact with digital systems we use for administration, security, or service management.

We may also receive data from third parties where this is necessary to deliver the service, such as referral partners, property managers, or payment service providers. In such cases, we take reasonable steps to ensure the data is handled lawfully and appropriately.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide moving, loading, unloading, transport, and related services;
to prepare quotations, confirm bookings, and manage scheduling;
to communicate with customers about service arrangements and updates;
to process payments, refunds, and accounting records;
to manage complaints, disputes, and customer care matters;
to meet legal, tax, insurance, and regulatory obligations;
to maintain operational records and improve service quality;
to protect against fraud, misuse, and security incidents;
to enforce our terms and defend legal claims where necessary.

We do not use personal data for purposes that are incompatible with those set out in this policy without first ensuring there is a lawful basis to do so.

3. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis before processing personal data. We rely on the following bases as appropriate:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging collections, deliveries, pricing, communication, and completion of moving services.

Legal obligation

We process certain data to comply with legal requirements, including accounting rules, tax obligations, record keeping, and lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This can include service improvement, fraud prevention, internal administration, and business security. When we rely on legitimate interests, we consider the impact on your privacy and apply appropriate safeguards.

Consent

In limited situations, we may rely on your consent, such as when you choose to receive certain types of marketing or optional communications. Where consent is used, you may withdraw it at any time.

Vital interests

In rare circumstances, we may process data where it is necessary to protect someone???s vital interests, such as in an emergency during a move.

4. Retention of Data

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the context in which it was obtained.

Service and booking records are retained for a reasonable period to manage the contract, handle queries, and maintain business records.
Invoice and payment records are retained for the period required by tax and financial laws.
Complaint and dispute records may be kept longer where needed to resolve issues or defend legal claims.
Marketing preferences are retained until you change your preference or withdraw consent.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention periods are reviewed regularly to ensure they remain appropriate.

5. Processors and Sharing of Data

We may share personal data with trusted processors and service providers who help us operate the business. These parties act on our instructions and are required to protect your data and use it only for the agreed purpose. Examples may include:

IT and cloud service providers that host or support business systems;
payment processors that handle secure payments;
accounting and bookkeeping providers that support financial administration;
communication and scheduling tools that help manage bookings and customer correspondence;
insurance providers where claims handling requires personal data;
professional advisers such as legal or tax advisers;
subcontractors or operational partners who assist in delivering the moving service.

We may also disclose data where required by law, court order, or regulatory obligation. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in line with applicable data protection law.

6. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed completely secure, we work to reduce risk and respond appropriately to any suspected data incident.

7. Your Rights

As a data subject, you have several rights under UK data protection law. These rights may apply depending on the circumstances and any legal exemptions. They include:

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

If you wish to exercise any of these rights, we will assess your request and respond in line with applicable legal requirements. We may need to verify your identity before responding to protect your data.

8. Children???s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a move or service arrangement and is provided by a parent, guardian, or authorised adult. If we become aware that we have collected data inappropriately, we will take steps to delete it.

9. Marketing Communications

If we send marketing communications, we will do so in accordance with applicable law and your preferences. You may opt out at any time where such communications are based on consent or legitimate interests and where the law gives you the right to object. We will respect your choices and keep a record of your preference where needed.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Man With Van Chelsea is committed to collecting only the data we need, using it for clear and lawful purposes, retaining it for no longer than necessary, and working with trusted processors that safeguard it properly. We aim to process personal data with care, transparency, and respect for your rights. Our approach is designed to support reliable moving services while protecting customer privacy.

Important note: This policy applies to all Man With Van Chelsea customers in the area and is intended to explain how personal data is managed across our service operations.