Privacy Policy - Man With Van Chadwellheath

This Privacy Policy explains how Man With Van Chadwellheath collects, uses, stores, shares, and protects personal data when providing removal, delivery, loading, unloading, and related moving services. It applies to all Man With Van Chadwellheath customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or make enquiries about them.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as a data controller when we determine the purposes and means of processing personal data relating to our customers, prospective customers, and service users. We are committed to handling personal data lawfully, fairly, and transparently.

2. Information We Collect

We may collect and process different categories of personal data depending on the nature of the service requested. The information we collect may include:

Identity data such as your name, title, and, where relevant, business name.
Contact data such as address details, email address, and telephone number.
Service data such as collection and delivery addresses, move dates, item lists, access instructions, parking requirements, and preferred service times.
Payment data such as billing information, payment status, and transaction records.
Communication data such as enquiries, messages, complaints, feedback, and records of correspondence.
Technical data such as IP address, device information, browser type, and basic usage information if you interact with our digital systems.
Verification data where needed to confirm identity, manage fraud prevention, or resolve disputes.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, or use our services. We may also receive information from third parties where necessary to complete a booking, manage payment, or perform the service you have requested.

3. How We Use Your Data

We use personal data only for legitimate operational and legal purposes. This may include:

providing moving, transport, loading, and unloading services;
responding to enquiries and preparing quotations;
arranging bookings, scheduling staff, and planning routes;
processing payments and managing invoices;
maintaining records of services provided;
handling complaints, claims, and disputes;
meeting legal, tax, accounting, and regulatory obligations;
preventing fraud, misuse, and security incidents;
improving service quality and customer experience;
carrying out internal administration and business management.

We will not use your personal data for purposes that are incompatible with the original reason for collection unless we have a lawful basis to do so.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the circumstances, the lawful basis may be one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes quoting, booking, moving goods, invoicing, and fulfilling agreed services.

Legal Obligation

We process certain data to comply with laws and regulations, including tax, accounting, insurance, and business record-keeping requirements.

Legitimate Interests

We may process data for our legitimate business interests where those interests are not overridden by your rights and freedoms. Examples include managing our operations, responding to customer enquiries, improving services, preventing fraud, and maintaining security.

Consent

In limited situations, we may rely on your consent, for example where a specific form of marketing or optional service requires it. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process data to protect someone’s life or physical safety, for example in an emergency situation.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where this is necessary to operate our business and deliver services. These third parties may act as processors on our behalf or, in some cases, as independent controllers. We require appropriate data protection safeguards whenever data is shared.

Typical processors and service providers may include:

Payment processors that handle card or electronic payments.
IT and hosting providers that support data storage, systems, and communications.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
Communication service providers that help manage emails, messaging, and customer contact.
Operational subcontractors where necessary to complete a move or delivery.
Insurance providers, legal advisers, and claims handlers where required to manage risk or disputes.

We do not sell personal data. Where data is transferred outside the UK, we will only do so where appropriate safeguards are in place to protect your information.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, reporting, and dispute-resolution requirements. Retention periods can vary depending on the type of record and the legal obligations that apply.

Customer and booking records are generally retained for a period necessary to manage the service relationship and any follow-up matters.
Financial and invoice records are kept for the period required by tax and accounting laws.
Correspondence and complaint records may be retained for as long as needed to resolve issues and defend legal claims.
Technical and security records are retained for a limited period unless a longer period is needed for investigation or legal reasons.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and procedural safeguards.

While no system can be guaranteed to be completely secure, we work to reduce risk and ensure that personal data is handled responsibly.

8. Your Rights

Under data protection law, you may have several rights in relation to your personal data. Subject to certain conditions and exemptions, these rights may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure to request deletion of your data in certain circumstances.
The right to restrict processing in specific situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on consent or contract and is carried out by automated means.
The right to withdraw consent at any time where consent is the lawful basis.

If you wish to exercise any of these rights, we will assess your request in line with applicable law. We may need to verify your identity before responding.

9. Marketing Preferences

If we send marketing communications where permitted, you can opt out at any time. We will respect your preferences and stop sending such messages where required by law or where you have withdrawn consent or objected to processing for marketing purposes.

10. Children’s Data

Our services are not directed at children as the main audience. We do not knowingly collect personal data from children except where it is necessary in connection with a household service and is provided by an adult customer or authorised representative. Where such data is processed, it will be handled in line with this Privacy Policy and applicable law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is made available. We encourage customers to review the policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Chadwellheath is committed to protecting personal data and respecting privacy rights. We collect only the information needed to provide our services, use it for lawful and limited purposes, share it only with appropriate processors or other authorised recipients, and retain it only for as long as necessary. We also aim to make it easy for customers in the area to understand and exercise their rights under data protection law.

This Privacy Policy applies to all Man With Van Chadwellheath customers in the area.