Privacy Policy

Man with Van Chiswick Privacy Policy

This Privacy Policy explains how Man with Van Chiswick collects, uses, stores and protects personal data relating to our customers and potential customers. It applies to all Man with Van Chiswick customers and service users in the Chiswick area, including individuals and businesses who contact us for quotations, make bookings or otherwise use our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is intended to provide clear and transparent information about our data processing practices and about your rights.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:

Identification and contact details such as your name, address, service addresses, billing address, postcode and preferred contact details. We may also collect company names and the contact details of company representatives where we provide services to businesses.

Booking and service information such as dates and times of moves or collections, the locations involved, access details you choose to share, a description of the items to be moved, and any special instructions required to complete the service.

Communication records including information you provide when you contact us by phone, online forms, or other communication methods, along with notes about quotes, follow up discussions and service arrangements.

Payment and billing information such as details of payments made, invoices issued, and related accounting records. We do not store full payment card details where card processing is handled by an external payment processor.

Technical and usage data where relevant, including basic information related to the use of our website or online booking tools, such as your IP address, browser type and general interaction with our online forms, to help us ensure the security and performance of our services.

Lawful basis for processing your personal data

We rely on several lawful bases under data protection law to process personal data, depending on the context of our interaction with you. These include:

Contract. We process personal data where it is necessary to enter into and perform a contract with you. This includes collecting and using your contact and booking information to provide quotations, confirm bookings, deliver moving and transport services, issue invoices and manage any changes or cancellations.

Legal obligation. We process certain information in order to comply with legal and regulatory obligations, including record keeping, taxation, accounting and responding to lawful requests from public authorities.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, ensuring security and preventing fraud, and maintaining appropriate business records.

Consent. In limited circumstances we may rely on your consent, for example where you specifically agree to receive certain types of marketing communications that are not covered by our legitimate interests. Where processing is based on consent you may withdraw that consent at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotations, respond to enquiries and manage bookings for Man with Van Chiswick services in the local area.

To plan, organise and deliver our man and van, removals and transport services safely and efficiently, including communicating with you about timings, access and any specific requirements.

To handle payments, invoicing, refunds and other financial transactions, and to maintain accurate financial and accounting records.

To manage our business relationship with you, including dealing with feedback, complaints, service queries and any aftercare requirements.

To maintain the security and integrity of our systems, to prevent misuse of our services and to protect our business, our customers and the public.

To comply with legal obligations, regulatory requirements and lawful requests from public authorities.

Data retention and storage

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, and to meet any legal, regulatory or operational requirements. The retention period can vary depending on the nature of the information and our obligations.

In general, booking and service information, along with related contact details, may be retained for a number of years after the date of the final service, to assist with financial records, taxation requirements, potential queries, complaints or legal claims.

Financial and accounting records, including invoices and payment records, are typically kept for the period required by applicable tax and accounting regulations.

Where personal data is no longer required for the purposes described in this Privacy Policy, or where the lawful basis for processing has expired, we will securely delete or anonymise the data.

Data processors and third party recipients

We may share personal data with trusted third parties who provide services that support the operation of Man with Van Chiswick. These third parties act as data processors and only process personal data on our instructions and for the purposes described in this Privacy Policy.

Examples of data processors and recipients may include:

Payment processing providers who handle secure payment transactions on our behalf.

Accounting and bookkeeping service providers who assist us with financial records and compliance.

IT service providers who support our booking systems, data storage, security and communications.

Professional advisers, such as legal or insurance advisers, where necessary to protect our business and deal with disputes or claims.

Public authorities, regulators or law enforcement agencies, where disclosure is required by law or necessary to protect our rights or the rights of others.

We require all processors to implement appropriate technical and organisational measures to protect personal data and to handle it only in accordance with applicable data protection law.

International transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area by our service providers, we ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses or other recognised data transfer mechanisms designed to protect your personal data.

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 obtain a copy of the personal data we hold about you, together with certain additional information.

Right to rectification. You can ask us to correct or complete personal data that you believe is inaccurate or incomplete.

Right to erasure. You can, in some circumstances, ask us to delete personal data, for example where it is no longer necessary for the purpose for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations, such as while we are considering a request for rectification.

Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, particularly in relation to direct marketing activities.

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

Right to withdraw consent. Where processing is based on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

If you wish to exercise any of these rights, or have questions about how we handle personal data, you can contact us using our published contact details. We may need to verify your identity before responding to your request.

Security of your personal data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, disclosure or destruction. These measures may include access controls, secure storage, and regular review of our security practices. While we work to protect your personal data, no transmission or storage system can be guaranteed as completely secure.

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 protection best practices. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.

Contact and complaints

If you have any questions or concerns about this Privacy Policy or about how Man with Van Chiswick processes your personal data, you can contact us using our usual contact methods. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data, although we encourage you to contact us first so that we can try to resolve your concern.