Privacy Policy - Man With A Van Chiswick

This Privacy Policy explains how Man With A Van Chiswick collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Man With A Van Chiswick customers in the area, including individuals and business clients who request our services, receive quotations, make enquiries, or otherwise interact with us in connection with a move or item transport.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so you understand what information we collect, why we collect it, how long we keep it, and what rights you have over it.

1. Information We Collect

We only collect personal data that is necessary for the provision and management of our services. Depending on the nature of your enquiry or booking, we may collect the following categories of information:

Identity details such as your name, title, and, where relevant, business name.
Contact details including your telephone number, email address, and service address.
Booking information such as move date, pickup and delivery locations, property access details, inventory descriptions, and service preferences.
Payment-related information necessary to process charges, issue invoices, and maintain financial records.
Communication records including emails, messages, call notes, and correspondence related to your service.
Operational data such as route details, crew notes, and service completion records.
Technical data where applicable, such as basic website usage data, IP address, or device information gathered through security and analytics tools.

We generally do not intentionally collect special category data. If you voluntarily provide information that may reveal sensitive details, we will only use it where necessary and in line with data protection law.

2. How We Use Your Data

Your personal data is used to deliver our services effectively and to manage our relationship with you. We may use your information for the following purposes:

To respond to enquiries and provide quotes.
To book, confirm, and perform moving or transport services.
To communicate about access arrangements, timing, and service updates.
To process payments and maintain accounting records.
To manage complaints, claims, and service issues.
To meet legal, tax, insurance, and regulatory obligations.
To protect our business against fraud, misuse, or unlawful activity.
To improve our operations, customer experience, and service quality.

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.

3. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes arranging a quote, confirming a booking, carrying out a move, handling payment, and communicating about the service.

Legal Obligation

We process certain data to comply with legal requirements, including tax rules, accounting obligations, insurance matters, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include service administration, fraud prevention, business improvement, security monitoring, and handling customer enquiries.

Consent

In limited cases, we may rely on your consent, for example where the law requires it for a particular form of communication or optional marketing. If we rely on consent, you can withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary for service delivery, business operations, or compliance with legal obligations. These third parties act either as independent controllers or as processors acting on our instructions.

Examples of processors and recipients may include:

Payment providers who process card or electronic payments securely.
Accounting and bookkeeping service providers who assist with invoicing, reconciliation, and tax records.
IT, cloud storage, and software providers who support booking systems, email, data hosting, and business administration.
Customer communication tools used for scheduling, message delivery, or service updates.
Insurance providers where required for claims handling or policy administration.
Professional advisers such as lawyers, insurers, or accountants where advice or dispute handling requires disclosure.
Regulatory, law enforcement, or public authorities where disclosure is required by law or necessary to protect rights or safety.

All processors are required to protect your data, use it only for the agreed purpose, and apply appropriate security measures. We do not sell personal data.

5. International Transfers

Some service providers may store or process data outside the United Kingdom. Where this happens, we ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures, so your data remains protected to a suitable standard.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including to comply with legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reason it was collected.

Quotation and enquiry records may be retained for a limited period to manage follow-up and business administration.
Booking and service records may be retained for the duration of the service and for a period afterwards to deal with questions, complaints, or claims.
Financial and tax records are retained in line with statutory retention requirements.
Communication records may be kept where needed to evidence instructions, agreements, or issue resolution.

When personal data is no longer required, we will securely delete, anonymise, or archive it in a way that prevents unnecessary access.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and restricted data handling procedures.

While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the nature of the information we process.

8. Your Rights

You have rights over your personal data under UK data protection law. These rights may apply in different situations depending on the lawful basis for processing and any legal exceptions.

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 data.
Right to erasure – You can ask us to delete data in certain circumstances.
Right to restrict processing – You can request that we limit how we use your data in certain cases.
Right to object – You can object to processing based on legitimate interests, and to direct marketing where applicable.
Right to data portability – You can request your data in a structured, commonly used format where the legal conditions are met.
Right to withdraw consent – Where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law and within the required timeframes. We may need to verify your identity before taking action on your request.

9. Complaints and Further Information

If you are concerned about how your personal data is handled, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. The latest version will apply to your use of our services and interactions with Man With A Van Chiswick.

10. Summary of Key Points

We collect only the personal data needed to provide moving and transport services.
We rely on contract, legal obligation, legitimate interests, and, where needed, consent.
We share data only with trusted processors and other necessary recipients.
We keep data only for as long as required for service, legal, and accounting purposes.
We respect your rights to access, correct, erase, restrict, object, and withdraw consent.

Privacy and trust are important to us, and we aim to ensure that every customer in the Chiswick area receives services handled with care, transparency, and respect for personal data.