Man with Van Chadwell Heath Customer Privacy Policy

This Privacy Policy explains how Man with Van Chadwell Heath collects, uses, stores, and protects personal data relating to customers and prospective customers in the Chadwell Heath area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Policy applies to all Man with Van Chadwell Heath customers and enquiries in the Chadwell Heath area, whether you contact us by phone, online, or in person.

Who we are and scope of this policy

Man with Van Chadwell Heath is a local transport and removal service provider operating in the Chadwell Heath area. For the purposes of data protection law, we are the data controller for the personal data described in this Privacy Policy. This Policy covers all processing of personal data relating to our customers and potential customers in the Chadwell Heath area, including individuals booking services for themselves and representatives of businesses who arrange transport or removals with us.

Personal data we collect

We collect and process different categories of personal data depending on how you interact with us and which services you use. The types of personal data we may collect include:

Identification and contact data: name, address, collection and delivery addresses, email address, and other contact details you provide when you make an enquiry or booking.

Booking and service data: details of the services you request or purchase, inventory or item descriptions you provide, preferred dates and times, access information for collection and delivery locations, and communication notes related to your booking.

Payment-related data: information necessary to process payments such as billing details and payment confirmations. We do not store full payment card details; where card payments are taken, these are processed via secure payment processors.

Communication data: information contained in communications you send to us, such as enquiries, feedback, or complaints, including the date, time, and content of communications.

Technical and usage data: limited technical data that may arise if you use our website or online forms, such as IP address, browser type, and information about how you navigate our site. This is used to support security and improvement of our services.

How we collect personal data

We collect personal data directly from you when you:

Make an enquiry about our services.

Request a quote.

Confirm a booking or enter into a service agreement with us.

Communicate with us by phone, online, or in writing.

Provide feedback or raise a complaint.

We may also receive personal data indirectly, for example where another person makes a booking on your behalf and provides your contact details, or where a business client provides details of staff members or customers who are involved in the service being provided.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract: We process personal data to enter into and perform our contract with you, including handling enquiries, providing quotes, confirming bookings, carrying out transport or removal services, and managing billing and payments.

Legitimate interests: We may process personal data where this is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing day-to-day operations, improving our services, maintaining security, and handling routine business communications with existing and prospective customers in the Chadwell Heath area.

Legal obligations: We may process personal data as necessary to comply with our legal and regulatory responsibilities, including tax, accounting, and reporting obligations, and to respond to lawful requests from authorities.

Consent: In some limited situations, we may rely on your consent, for example for certain forms of optional marketing communication. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing before consent was withdrawn.

How we use your personal data

We use personal data for the following purposes:

To respond to enquiries and provide quotes for our services.

To plan and deliver transport and removal services, including managing schedules, routes, and access to properties.

To communicate with you about your booking, including confirmations, changes, and service updates.

To process payments, issue invoices, and maintain financial records.

To manage customer service, including handling feedback, queries, and complaints.

To improve our services, processes, and customer experience, including internal analysis of service performance in the Chadwell Heath area.

To protect our business, personnel, customers, and property, including through the detection and prevention of fraud or misuse.

To comply with legal and regulatory requirements, and to establish or defend legal claims where necessary.

Data processors and third parties

We may share personal data with carefully selected third parties who act as data processors on our behalf. These include:

IT and system support providers who host or maintain our systems, databases, or website.

Payment processing services that manage and verify transactions securely.

Professional service providers such as accountants or legal advisers, where access to limited personal data is necessary for their services.

Where we use data processors, we ensure that appropriate contractual and technical measures are in place to protect your personal data and to ensure it is only processed in accordance with our instructions and applicable data protection laws.

We may also disclose personal data to third parties where required by law, to regulatory authorities, or in connection with legal proceedings, or where it is necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties.

International transfers

Our services are primarily provided to customers in the Chadwell Heath area. If any of our service providers or systems involve the transfer of personal data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent mechanisms, to protect your personal data in accordance with data protection law.

Data retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, and to meet our legal and regulatory obligations. In general:

Enquiry and quotation information is kept for a period that allows us to manage follow-up communications and understand service demand.

Booking and service records, including associated personal data, are retained for the duration of the contract and for a further period afterwards to comply with legal obligations, to maintain accurate financial records, and to handle any potential disputes or claims.

Payment and invoice data is retained for the period required by applicable tax and accounting laws.

Where personal data is no longer required, it will be securely deleted, anonymised, or otherwise removed from our records.

How we protect your data

We take appropriate technical and organisational measures to help protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to those who need it for legitimate business purposes, using secure systems and encryption where appropriate, keeping our software and security measures updated, and providing guidance to staff and contractors who handle personal data.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you have the right to:

Access: Request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.

Rectification: Ask us to correct inaccurate or incomplete personal data.

Erasure: Request deletion of your personal data where it is no longer needed for the purposes for which it was collected, where you have withdrawn consent (where applicable), or where the law otherwise allows.

Restriction: Ask us to restrict the processing of your personal data in certain circumstances, for example where you contest its accuracy or object to our use of it.

Objection: Object to our processing of your personal data where we rely on legitimate interests, including for certain forms of direct marketing.

Portability: Request a copy of certain personal data in a structured, commonly used, and machine-readable format, and have that data transmitted to another controller where technically feasible and legally required.

Where we rely on consent as a lawful basis, you also have the right to withdraw that consent at any time.

Exercising your rights and contacting us

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the details provided on our website or in your booking documents. When you contact us, we may need to verify your identity to protect your privacy and ensure that personal data is not disclosed to anyone who is not entitled to receive it.

You also have the right to raise concerns with the relevant supervisory authority for data protection if you are unhappy with how we have handled your personal data. We would, however, welcome the opportunity to address your concerns directly first.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or the way we process personal data. Any updated version will apply to all new and existing customers in the Chadwell Heath area from the date it is published. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.