Privacy Policy - Man With Van Chessington

This Privacy Policy explains how Man With Van Chessington collects, uses, stores, shares, and protects personal data when providing moving, delivery, transport, and related services. It applies to all Man With Van Chessington customers in the area, including prospective customers, current customers, and anyone who contacts us in connection with our services.

We are committed to handling personal information 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 is written to help you understand what personal data we process, why we process it, how long we keep it, and what rights you have.

1. Who We Are

Man With Van Chessington is a transport and moving service provider operating in Chessington and surrounding areas. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in the course of providing our services, managing enquiries, and running our business.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, maintaining accurate records, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as address, telephone number, and email address.
Service information such as collection and delivery addresses, move dates, item descriptions, access details, and any special handling requirements.
Payment and billing information such as invoice details, payment status, and transaction records. We do not store unnecessary payment data where secure third-party payment processing is used.
Communication records such as emails, messages, call notes, and service feedback.
Technical data when you use digital services, including IP address, device information, and basic usage data where applicable.
Documentation provided for business, insurance, or legal purposes where required.

We generally do not seek to collect special category data unless it is required and you have chosen to provide it, or unless it is necessary for a lawful reason. If such information is shared with us, we treat it with extra care and only process it where permitted by law.

3. How We Collect Your Data

We may collect personal data directly from you when you:

make an enquiry or request a quote;
book a service;
communicate with us by phone, email, or message;
provide details for access, delivery, or billing;
submit feedback or a complaint.

We may also receive data from third parties where necessary for service delivery, such as a person arranging a move on your behalf, a business client, an insurer, or a payment provider. In some cases, information may be generated through our own operations, such as records of completed jobs, invoices, and service logs.

4. Why We Use Your Personal Data

We process personal data for specific and legitimate purposes. These include:

to provide quotes and respond to enquiries;
to plan, arrange, and deliver moving and transport services;
to communicate service updates and booking details;
to issue invoices, collect payments, and manage account records;
to handle complaints, disputes, and aftercare;
to maintain business records and improve our services;
to comply with legal, tax, insurance, and regulatory obligations;
to prevent fraud and protect our customers, staff, and property.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected, unless we have a lawful basis to do so.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, completing services, issuing invoices, and managing customer communications related to the service.

Legal Obligation

Some data must be processed to comply with legal requirements, such as tax record keeping, accounting obligations, insurance matters, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, fraud prevention, record keeping, and maintaining secure operations. We always balance our interests against the impact on your privacy.

Consent

In limited cases, we may rely on your consent, for example where we need permission to use optional data or send certain types of non-essential communications. If we rely on consent, you may withdraw it at any time.

6. Sharing Your Personal Data

We only share personal data when necessary and where appropriate safeguards are in place. This may include sharing data with:

service processors who help us operate our business, such as accounting, invoicing, IT, secure data storage, or administrative support providers;
payment service providers;
professional advisers such as accountants, insurers, or legal advisers;
public authorities or regulators where required by law;
subcontractors or operational partners involved in fulfilling a service, where relevant and necessary.

All third parties that process personal data on our behalf are required to act only on our instructions, protect the data appropriately, and comply with data protection obligations. We do not sell personal data.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the reason for processing.

As a general approach:

enquiry data is kept for a reasonable period after the enquiry has ended;
customer and booking records are retained for the duration of the service relationship and for an appropriate period afterwards;
financial and tax records are retained for the period required by law;
records needed for insurance, dispute resolution, or legal claims may be kept longer where necessary.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted retention practices.

Although we take reasonable steps to safeguard information, no system is completely risk-free. If a data breach occurs and it is likely to result in a risk to your rights and freedoms, we will handle it in accordance with applicable legal requirements.

9. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. These rights may apply depending on the circumstances:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain situations.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to 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.

These rights are not absolute and may be subject to legal exemptions. If you exercise any of these rights, we may need to verify your identity before responding.

10. Automated Decision-Making

We do not normally use fully automated decision-making or profiling that produces legal or similarly significant effects on customers. If this changes in the future, we will update this policy and explain your rights in relation to such processing.

11. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations or approved contractual protections. We only make such transfers where necessary and lawful.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Man With Van Chessington is committed to processing personal data lawfully, transparently, and securely. We collect only the information we need, use it for clear and legitimate purposes, keep it no longer than necessary, and respect your rights under data protection law. This policy applies to all Man With Van Chessington customers in the area and is intended to give you a clear understanding of how we handle your personal data.