Privacy Policy - Man And Van Chelsea

Man And Van Chelsea is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Man And Van Chelsea customers in the area, including individuals and businesses who request removals, deliveries, man and van transport, loading support, or related services.

We are dedicated to handling personal data in a lawful, fair, and transparent manner in line 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 information necessary to provide and manage our services effectively. Depending on the nature of your enquiry or booking, the data we may collect includes:

Identity details such as your name or business name.
Contact details such as phone number and email address.
Service details such as collection and delivery addresses, moving dates, property access notes, item descriptions, and service preferences.
Billing and payment information where relevant, including payment records and transaction references.
Communication records including emails, messages, and notes from phone calls or enquiries.
Operational information relating to quotes, bookings, route planning, scheduling, and service performance.
Technical information such as IP address, browser type, or device information where applicable through digital systems used for administration or security.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement. If such information is received accidentally or is relevant to the safe delivery of the service, we handle it carefully and only for the necessary purpose.

2. How We Use Your Personal Data

Your personal data is used to deliver services, manage customer relationships, and meet our legal and operational obligations. We may process your information for the following purposes:

To respond to enquiries and provide quotations.
To arrange and deliver moving or transport services.
To manage scheduling, access, and operational logistics.
To process payments, invoices, and accounting records.
To communicate with you about bookings, updates, or service issues.
To maintain accurate business records.
To improve service quality, customer experience, and internal processes.
To detect and prevent fraud, misuse, or security incidents.
To comply with legal, tax, and regulatory obligations.

We only use personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for a significantly different purpose, we will explain the legal basis before doing so where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the circumstance, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, organising the move, and completing the agreed service.

Legal obligation

We may process and retain certain information to comply with legal obligations, including accounting, tax, insurance, and record-keeping requirements.

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 may include service administration, internal management, record keeping, fraud prevention, and business improvement.

Consent

In limited cases, we may rely on your consent. Where consent is used, you have the right to withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

Vital interests

In rare situations, we may process data to protect someone’s vital interests, for example in an emergency where safety is concerned.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy and to meet legal, accounting, and operational requirements. The retention period depends on the type of information and the context in which it was collected.

For example:

Enquiry records may be kept for a limited period if no booking is made.
Booking, invoice, and payment records are kept for the period required by law and for business administration.
Communication records may be retained to manage customer service and resolve disputes.
Data needed for legal claims, compliance, or insurance purposes may be kept for a longer period where necessary.

When personal data is no longer required, we will delete, anonymise, or securely archive it in line with our retention practices. We do not keep data longer than necessary.

5. Processors and Third Parties

We may use trusted third-party processors to help us operate our business and deliver services efficiently. These processors only act on our instructions and are required to protect your data and use it only for the purposes we specify.

Examples of processors or third-party service providers may include:

Payment service providers used to process transactions.
IT and cloud storage providers used for secure data storage and administration.
Communication tools used to manage emails, scheduling, or customer support.
Accounting or bookkeeping providers assisting with financial records.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We may also disclose personal data where required by law, to public authorities, law enforcement, courts, or regulatory bodies, or where disclosure is necessary to protect our rights, safety, or property.

Where personal data is shared with a processor, we take steps to ensure appropriate contractual and technical safeguards are in place. We require processors to handle data securely, maintain confidentiality, and comply with applicable data protection laws.

6. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved in processing it.

Security measures may include access controls, password protection, secure storage, staff confidentiality obligations, and procedures for managing incidents. While we take data security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will handle it in accordance with applicable law.

7. Your Rights

As a data subject under UK GDPR, you have a number of rights regarding your personal data. These rights may apply in different situations and are subject to legal conditions and exemptions.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in some cases.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request that data provided by you be transferred to you or another controller, where legally available.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.
Right to complain – you have the right to raise concerns with the relevant data protection authority if you believe your data has been mishandled.

We will respond to legitimate requests within the timeframe required by law. In some cases, we may need to verify your identity before fulfilling a request to ensure your personal data is protected.

8. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer. If we become aware that we have collected data from a child inappropriately, we will take appropriate steps to delete it.

9. International Transfers

Where personal data is processed by third-party providers outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. These may include approved contractual protections or other lawful transfer mechanisms. We only use providers where we believe adequate protection can be maintained.

10. Changes to This Privacy Policy

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

11. Summary of Our Commitment

Man And Van Chelsea values your privacy and handles personal data responsibly. We collect only what is needed, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. We also respect your rights and will act on valid requests in line with applicable data protection law.

This Privacy Policy applies to all Man And Van Chelsea customers in area. By using our services, you acknowledge that your information may be processed as described above for the purpose of delivering safe, efficient, and compliant moving and transport services.