Privacy Policy - Man With Van Chiswick

This Privacy Policy explains how Man With Van Chiswick collects, uses, stores, shares, and protects personal data when providing removals, transport, and related services. It applies to all Man With Van Chiswick customers in the area, including individuals and businesses who enquire about, book, or receive our services.

1. Who We Are

Man With Van Chiswick is a service provider operating in the Chiswick area and surrounding locations. 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 why and how personal data is processed. We are committed to handling personal information in a lawful, fair, and transparent way.

2. Personal Data We Collect

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

Identity data: name, title, and any business or company name provided.
Contact data: address, email address, telephone number, and moving location details.
Booking and service data: information about the property, items to be moved, access conditions, dates, and service preferences.
Payment data: payment status, transaction references, and invoice details. We do not retain unnecessary payment card information where payment processing is handled by secure third-party providers.
Communication data: records of emails, messages, call notes, and feedback.
Technical data: limited website or device information if you contact us electronically, such as IP address, browser type, and basic usage data, where applicable.

We only collect data that is relevant and necessary for arranging and delivering our services, managing customer relationships, meeting legal obligations, and resolving disputes.

3. How We Use Personal Data

We process personal data for the following purposes:

to respond to enquiries and provide quotations;
to confirm and manage bookings;
to deliver removal and transport services;
to handle payments, invoices, and accounting;
to communicate about service updates, changes, or issues;
to maintain business records and service history;
to comply with legal and regulatory requirements;
to prevent fraud, misuse, and unlawful activity;
to defend or establish legal claims where necessary.

We do not use personal data for purposes that are incompatible with the reasons for which it was collected, unless permitted by law or supported by a valid lawful basis.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal information. Depending on the context, we rely on one or more of the following:

Contract

We process data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing a quote, arranging a move, and completing the service you booked.

Legal Obligation

We may process data to comply with legal duties such as tax, accounting, record-keeping, or cooperation with lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests, provided your rights and freedoms do not override those interests. This includes managing customer communications, improving services, protecting against fraud, and maintaining accurate records. Where we rely on legitimate interests, we consider the impact on your privacy and take appropriate safeguards.

Consent

In limited cases, we may rely on your consent, for example where it is legally required for certain optional communications or specific processing activities. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf, or as separate controllers where required by law. Such parties are only given access to the data they need and are expected to handle it securely and in accordance with applicable data protection law.

Payment processors to handle secure payment transactions and prevent fraud.
Accounting and bookkeeping providers to assist with invoicing, tax records, and financial administration.
IT and hosting providers to support data storage, email systems, and internal business operations.
Communication service providers to help manage booking confirmations and customer correspondence.
Professional advisers such as lawyers, insurers, or auditors where necessary.
Public authorities where disclosure is required by law or necessary for legal proceedings.

Where processors are used, we require them to implement appropriate technical and organisational security measures. They may only process personal data according to our instructions and for the agreed purposes.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods depend on the type of information and the reason for processing.

Quotation and enquiry data: retained for a reasonable period to manage follow-up enquiries and service administration.
Booking and service records: retained for as long as needed to complete the contract and handle any post-service matters.
Financial and accounting data: retained for the period required by tax and accounting laws.
Complaint and dispute records: retained for as long as necessary to resolve issues and protect legal rights.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you. We review retention regularly to avoid keeping data longer than necessary.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions and exemptions.

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 information.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in some situations.
Right to data portability: you may request that we provide certain data in a structured, commonly used format.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise your rights, we will respond in line with legal requirements. We may need to verify your identity before actioning your request to protect your privacy and security.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, staff awareness, and data minimisation practices. While no system can be guaranteed completely secure, we work to reduce risks and maintain reasonable safeguards.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms permitted by data protection law.

10. Children

Our services are intended for adults arranging removals or related services. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and lawfully provided by an adult or authorised representative.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updates will take effect when made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van Chiswick respects your privacy and is committed to processing personal information responsibly, securely, and lawfully. We collect only what we need, use it for clear purposes, retain it for appropriate periods, and share it only with trusted processors or where legally required. We also recognise and support your rights under data protection law, and we apply this policy to all customers in the Chiswick area who use or enquire about our services.