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 services. It applies to all Man with Van Chiswick customers and prospective customers in our service area, as well as visitors who contact us to request quotes or information. We are committed to handling your personal data in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act.
Who This Policy Applies To
This Privacy Policy applies to all individuals who use, request, or are interested in Man with Van Chiswick services in our operating area. This includes household customers, business customers, landlords, tenants, and any person acting on behalf of a customer, such as an office manager or building manager arranging a move or collection.
Types of Personal Data We Collect
We collect and process personal data that is necessary to provide our services and operate our business. The types of personal data we may collect include:
Identification and contact details, such as your name, address, collection and delivery addresses, and any alternative contact person you nominate. Service-related details, such as details of the items to be moved, access information for properties, preferred dates and times, and special instructions. Communication data, such as information contained in enquiries, quotes, bookings, and any feedback or complaints you submit. Transaction data, such as information related to payments and billing, including amounts paid, dates, and methods of payment. Technical and usage data, such as basic device or browser information, and how you interact with our website where applicable, for example pages visited and time spent on the site.
How We Collect Your Data
We collect personal data in several ways:
When you contact us directly by phone, through online forms, or through messaging services to request a quote or make a booking. When you provide information during the course of carrying out a removal, delivery, or related service, including on-site instructions or updated contact details. When you provide feedback or make a complaint regarding our services. When we receive limited contact information from third parties who arrange services on your behalf, such as letting agents, property managers, or business partners, where it is lawful to do so. When you visit and use our website, where we may automatically collect limited technical and usage information using standard technologies.
Lawful Basis for Processing
We only process personal data when we have a lawful basis to do so. The main lawful bases we rely on are:
Contract: We process your data to enter into and perform a contract with you. This includes providing quotes, making bookings, carrying out moves or deliveries, and managing your account and payments. Legal obligation: We may process your data when necessary to comply with legal and regulatory requirements, such as tax, accounting, and record keeping duties. Legitimate interests: We may process your data when it is necessary for our legitimate business interests and does not override your rights and freedoms. These interests include improving our services, managing our relationship with you, handling complaints, and protecting our business from fraud and misuse. Consent: In limited cases, we may rely on your consent, for example for certain types of marketing or optional communications. When 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 arranging and completing moves, collections, deliveries, and related services. To prepare quotes, confirm bookings, and communicate with you about the status of your service. To manage payments, invoices, refunds, and any related financial records. To respond to your enquiries, handle feedback and complaints, and provide customer support. To manage our business operations, including planning routes, allocating resources, and maintaining service quality. To improve our services, website, and customer experience based on analysis of aggregated and anonymised information. To meet our legal, regulatory, and insurance obligations and to protect our rights and interests where necessary.
Data Processors and Third Parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your data under our instructions and are required to protect it. Examples of processors and third parties we may use include:
IT and hosting providers that support our website, email, and data storage systems. Payment processing and accounting service providers who help us manage payments and financial records. Communication service providers who facilitate phone, messaging, or online contact with you. Professional advisers, such as legal or accounting professionals, where necessary.
We do not sell your personal data. We only share it with third parties where it is necessary for the purposes set out in this Privacy Policy, where we have a legal obligation, or where you have given us your consent.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. In general:
Basic customer and service records are retained for a period that allows us to respond to queries about past services and meet our legal obligations regarding records and taxation. Financial and transactional information is retained for the period required by law for tax and accounting purposes. Communication records, such as enquiries and complaints, are kept for a reasonable period to help us resolve issues and improve our services.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.
International Transfers
Where we use external service providers that store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using countries that have been recognised as providing an adequate level of data protection, or ensuring that relevant contractual safeguards are in place.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include limiting access to personal data to those who need it to perform their duties, using secure systems for storing and accessing data, and training relevant staff on data protection responsibilities.
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, you have the right to:
Access your personal data and receive a copy of the information we hold about you. Request correction of any inaccurate or incomplete personal data. Request deletion of your personal data where there is no good reason for us to continue processing it. Object to processing based on our legitimate interests, including certain types of direct marketing. Request restriction of processing where you contest the accuracy of the data or where processing is unlawful and you prefer restriction to deletion. Request the transfer of your personal data to you or to another organisation in a structured, commonly used, and machine-readable format, where technically feasible and applicable. Withdraw consent where we rely on your consent to process your personal data. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.
If you make a request to exercise your rights, we may need to verify your identity before responding. We aim to respond to all valid requests within one month, or within any extended period allowed by law where the request is complex.
Complaints and Supervisory Authority
If you have concerns about how we handle your personal data, you are encouraged to contact us so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, legal obligations, or how we process personal data. Any changes will be posted in the latest version of this policy. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.
