Privacy Policy
Man with Van Chelsea Privacy Policy
This Privacy Policy explains how Man with Van Chelsea collects, uses, stores, and protects personal data belonging to its customers and prospective customers. It is intended to comply with the United Kingdom General Data Protection Regulation and all applicable data protection laws. This policy applies to all Man with Van Chelsea customers and service users within our operating area.
Scope and Data Controller
Man with Van Chelsea acts as the data controller in relation to the personal data described in this Privacy Policy. This means that we determine how and why your personal data is processed when you engage with our services, contact us with an enquiry, or otherwise interact with us.
Types of Personal Data We Collect
We only collect personal data that is necessary for the purposes set out in this Privacy Policy. Depending on how you interact with us, we may collect and process the following categories of personal data:
Identification and contact data, such as your name, address, service addresses for collection and delivery, and other contact details you choose to provide when you communicate with us.
Booking and service data, such as details of your requested service, dates and times of bookings, inventory descriptions you choose to provide for moves or deliveries, special access instructions, and proof of service completion.
Communication data, such as the content of your enquiries and any feedback or complaints you submit, together with information about how we responded.
Payment-related data, such as payment confirmations, invoices, and billing records associated with your bookings. Payment card details are not stored by us when third-party payment providers are used; only transaction references and essential billing information are retained.
Technical and usage data, such as basic information generated when you visit our website or digital platforms, including device information, approximate location based on IP address, and data on how you navigate our site. This may be collected through standard logging tools and similar technologies.
Lawful Basis for Processing
We process your personal data only when we have a valid lawful basis to do so under data protection law. The main lawful bases we rely on are:
Performance of a contract. We process your data when it is necessary to take steps at your request before entering into a contract or to perform a contract for removal, delivery, or related services that you have requested.
Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, and where these interests are not overridden by your rights and freedoms. This may include ensuring the security of our services, managing our business operations, improving our services, and handling enquiries.
Legal obligations. We may process personal data where necessary to comply with a legal obligation to which we are subject, such as record-keeping and tax or accounting requirements.
Consent. In limited circumstances, for example certain marketing communications or use of non-essential cookies and similar technologies, we may rely on your consent. Where we rely on consent, you can withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to your enquiries and provide quotations for our services.
To create, manage, and fulfil bookings for man and van, removal, or related services.
To coordinate logistics, including planning routes, timing, and access arrangements to and from the addresses you provide.
To manage our relationship with you, including handling feedback, queries, and complaints.
To administer billing processes, issue invoices, and manage payments and refunds where applicable.
To maintain business records, including financial and operational records, in line with legal and regulatory obligations.
To improve and develop our services, systems, and customer experience, including through analysis of aggregated and de-identified information.
To protect our business, our staff, and our customers, including preventing and detecting fraud or misuse of our services.
Data Retention
We retain your personal data only for as long as it is necessary for the purposes for which it was collected, or as required by law. When determining appropriate retention periods, we consider the type of data, the nature of the services, our contractual relationship with you, and our legal and regulatory obligations.
Typically, booking and service records, together with associated billing information, are retained for a period required under tax and accounting regulations. Correspondence related to complaints or disputes may be kept for a longer period where necessary to establish, exercise, or defend legal claims. After the relevant retention period has expired, personal data is securely deleted or anonymised.
Data Sharing and Processors
We do not sell your personal data. However, we may share your information with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy and in accordance with data protection law.
We may share your personal data with the following categories of recipients:
Service providers acting as data processors who support our operations, such as providers of booking systems, customer relationship tools, cloud storage, and IT support. These processors are only permitted to process personal data on our documented instructions and are subject to strict confidentiality and security obligations.
Payment service providers who process payments on our behalf, where needed to complete transactions and prevent fraud.
Professional advisers, such as accountants or legal advisers, where this is necessary for legitimate business purposes and compliance with our legal obligations.
Public authorities and regulators, where we are required to disclose information by law or to protect our rights or the rights of others.
If we transfer personal data to processors or other recipients outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms required by data protection law.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include secure storage, access controls, staff awareness, and regular review of our information security practices. While no system can be completely secure, we are committed to continually improving our safeguards.
Your Data Protection Rights
Subject to certain conditions and exemptions under applicable law, you have the following rights in relation to your personal data:
The right of access. You can request confirmation of whether we process your personal data and, if so, receive a copy of that data together with certain information about how it is processed.
The right to rectification. You can request that inaccurate or incomplete personal data we hold about you is corrected or completed.
The right to erasure. You can request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
The right to restrict processing. You can request that we limit the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
The right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then no longer process your data for that purpose unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
The right to data portability. You can, in certain circumstances, receive personal data that you have provided to us in a structured, commonly used, and machine-readable format and have it transmitted to another controller, where technically feasible.
The right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
Exercising Your Rights and Contact
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or our handling of your personal data, you can contact us using the contact details provided on our website or through the communication channels you used when you engaged our services. We may need to verify your identity before responding to your request, in order to protect your privacy and security.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can seek to resolve any issues directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we provide. Any updated version will be made available through our usual communication channels. We recommend that you review this policy periodically to stay informed about how we protect your personal data.
