Privacy Policy

Man With a Van Chiswick Privacy Policy

This Privacy Policy explains how Man With a Van Chiswick collects, uses, stores and protects personal data for customers and prospective customers in the Chiswick area and surrounding locations. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services or contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Chiswick customers and prospective customers in our service area, including individuals, households and business clients who request information about or make use of our man and van, moving, transport and related services.

Data Controller

For the purposes of data protection law, Man With a Van Chiswick is the data controller in relation to the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quotation, make a booking, use our services or interact with us in any other way:

Contact details such as name, address, pick up and delivery addresses, email address and any other address information you provide to arrange or complete a move.

Communication details such as information you provide when you contact us by phone, message or in writing, including enquiries, feedback and complaints.

Service information such as details of the services requested, dates and times of moves, inventory outlines or descriptions of goods to be moved, access information for locations and special instructions relating to your booking.

Billing and payment information such as billing name and address, partial payment information shared by your chosen payment provider, payment status and records of invoices and receipts. We do not store full card details when payments are processed through third party payment processors.

Technical or usage data such as basic information provided by your browser or device when you visit our website, including date and time of access and pages viewed. We only collect this to the extent necessary to operate and secure our website.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, via online forms, through messaging, or in person, and when you provide information required to obtain a quote, confirm a booking, carry out a move or request after-service support.

We may also receive personal data about you indirectly, for example if someone else books a service on your behalf, or where a business client provides your details as a contact person for a booking.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: Where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotations, managing bookings, carrying out moves, and handling payments.

Legal obligation: Where we must process data to comply with legal and regulatory requirements, such as maintaining accounting records and complying with tax laws.

Legitimate interests: Where processing is necessary for our legitimate business interests, provided that these are not overridden by your interests or fundamental rights and freedoms. This may include responding to enquiries, improving our services, managing our relationship with you, and protecting our business and customers against fraud and misuse.

Consent: In limited situations where required by law or where no other lawful basis applies, we may rely on your consent, for example for certain types of optional marketing communications. 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 responding to quotation requests, confirming bookings, planning and carrying out moves, and handling follow up support.

To communicate with you regarding your enquiry or booking, including sending confirmations, updates, reminders and service related messages.

To process payments and maintain accurate financial and accounting records associated with the services you have purchased.

To manage our relationship with you, including dealing with feedback, questions and complaints, and notifying you of important changes to our terms or policies.

To operate, secure and improve our website and services, including troubleshooting, data analysis, testing and system maintenance.

To comply with legal obligations and to establish, exercise or defend legal claims where necessary.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third party service providers who act as data processors and assist us in delivering our services. These may include:

Payment processing providers who handle secure processing of card or electronic payments on our behalf.

IT and hosting providers who support the operation, security and maintenance of our website, email and business systems.

Professional advisers such as accountants or legal advisers where this is necessary to comply with legal or regulatory obligations or to protect our rights.

Each data processor acts only on our documented instructions, is bound by confidentiality obligations and is required to implement appropriate technical and organisational measures to protect your data.

We may also share personal data where required by law, for example with law enforcement, regulatory bodies or government authorities, or where necessary to establish, exercise or defend legal claims.

International Transfers

Where any of our service providers are located outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data, such as using standard contractual clauses approved under data protection law or ensuring that the recipient is located in a country that has been recognised as providing an adequate level of data protection.

Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.

Quotation and enquiry data that does not lead to a booking may be kept for a limited period to allow us to manage follow up enquiries and demonstrate how we handled your request.

Booking, service and billing records are generally kept for a longer period to comply with legal and tax obligations, and to enable us to respond to any queries, complaints or legal claims relating to the services provided.

When personal data is no longer required, we will delete it or anonymise it 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 against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure storage, and limiting access to personal data to personnel and service providers who have a business need to know and are subject to confidentiality obligations.

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. These rights include:

Right of access: You can request confirmation of whether we process your personal data and a copy of that data.

Right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: You can request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and no legal obligation requires retention.

Right to restriction: You can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You can object to processing based on our legitimate interests where you believe that your interests or fundamental rights and freedoms override our interests. You can also object to direct marketing at any time.

Right to data portability: In some circumstances, you can request that we provide your personal data in a structured, commonly used and machine readable format and that we transfer it to another controller where technically feasible.

Where we rely on consent as our lawful basis, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing that took place before you withdrew consent.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or in our service communications. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or longer where permitted by law for complex or numerous requests.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any updated version will be published on our website and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.