Man with Van Chelsfield Privacy Policy

This Privacy Policy explains how Man with Van Chelsfield collects, uses, stores, and protects your personal data when you use our services. It also outlines your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Chelsfield customers and prospective customers in the Chelsfield area who contact us, request a quote, or use our services.

Who We Are

Man with Van Chelsfield is a local removals and transport service operating in and around the Chelsfield area. For the purposes of data protection law, we are the controller of the personal data that we collect and process about you in connection with our services.

Types of Personal Data We Collect

We may collect and process the following categories of personal data:

Identification and contact details, such as your name, address, and general contact information you provide when you make an enquiry or booking. Service-related information, such as collection and delivery addresses, preferred dates and times, details about the items to be moved, access details for properties, and any special instructions relevant to providing the service. Communication records, such as details of enquiries, booking confirmations, and any messages or notes relating to the organisation and delivery of your service. Payment-related information, such as payment confirmations or transaction references from payment processors. We do not store full card details when payments are processed through third-party providers. Technical and usage data, which may include basic information about how you contact us or use any online enquiry forms, such as the time and date of your enquiry, and the pages or forms you interact with.

How We Collect Your Personal Data

We collect personal data about you in several ways:

Directly from you when you contact us to request information or a quote, book a service, provide instructions, or communicate with us before, during, or after a job. Indirectly from third parties where necessary to carry out your instructions, for example if an agent or another person books our services on your behalf and provides your details to us. Automatically from your interaction with any online forms or pages we use, to the extent that basic technical or usage information is generated as part of that interaction.

Lawful Bases for Processing Your Data

We rely on the following lawful bases under the UK GDPR to process your personal data:

Contract. We process your personal data when it is necessary to enter into or perform a contract with you, such as when we provide a quotation, confirm a booking, carry out a move, or communicate with you about your service. Legal obligation. We may process certain information when necessary to comply with our legal obligations, for example for accounting, tax, or record-keeping requirements. Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, handling enquiries, and maintaining accurate business records. Consent. In some limited situations, we may rely on your consent, for example if we wish to send you certain types of marketing communications that require consent. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including giving quotes, scheduling and carrying out removals or transport jobs, and handling any follow-up work or queries. To communicate with you about your booking, including confirmations, changes to arrangements, and service updates. To manage payments and invoicing, and to maintain financial records that we are required to keep for legal or tax reasons. To respond to your questions, feedback, or complaints, and to resolve any issues or disputes relating to our services. To improve how we operate, for example by reviewing typical job details or communication patterns so we can plan resources and service levels more effectively. To comply with our legal obligations and to protect our rights, property, and safety, as well as those of our customers and third parties.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with carefully selected third parties when this is necessary for the purposes described in this Privacy Policy or when we are legally required to do so.

We may share data with service providers who act as data processors on our behalf, such as payment processing services that handle transactions, providers of booking or scheduling tools, and IT or administrative support services that help us manage communications and records. These processors are only allowed to process your personal data in line with our instructions and must keep it secure.

We may also share personal data with professional advisers such as accountants where needed for legal and regulatory purposes, and with public authorities or law enforcement agencies if we are required to do so by law or to protect our rights or the rights of others.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before personal data is transferred, such as using standard data protection clauses or ensuring the recipient is in a jurisdiction with adequate data protection laws.

Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, or to meet legal, accounting, or reporting requirements.

In general, we retain customer and booking records for a period that allows us to respond to queries, manage any potential disputes, and comply with our obligations under law. After the relevant retention period has ended, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. These measures may include limited access to data on a need-to-know basis, secure storage methods, and safeguards around the systems and tools we use to manage bookings and communications. While we take these precautions, no system is completely secure, and you should be aware of the risks when transmitting information.

Your Rights Under Data Protection Law

As a customer or prospective customer of Man with Van Chelsfield, you have certain rights regarding your personal data under the UK GDPR and related laws. These include:

The right to access. You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it. The right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you. The right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligations to retain it. The right to restrict processing. In some situations, you can ask us to restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised. The right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities. The right to data portability. In certain circumstances, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format and to request that we transfer that data to another controller where this is technically feasible. The right to withdraw consent. Where we rely on your consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.

Exercising Your Rights

If you wish to exercise any of your rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the usual contact methods you use to communicate with Man with Van Chelsfield. We may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.

Complaints

If you are not satisfied with our response to any data protection query, you have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom. We would, however, welcome the opportunity to address your concerns directly first.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the way we provide our services. Any changes will apply from the date the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.