Privacy Policy - Man With Van Chislehurst

This Privacy Policy explains how Man With Van Chislehurst collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Chislehurst customers in the area, including individuals, households, landlords, tenants, and business clients who use our moving, transport, loading, unloading, and related services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, making an enquiry, requesting a quotation, booking a service, or communicating with us in any way, you acknowledge that your personal data may be processed as described in this policy.

1. Who We Are

Man With Van Chislehurst provides local and regional removal and transport services. In the course of delivering these services, we act as a data controller for the personal data we collect and use for our own business purposes. In limited cases, we may act as a data processor where we handle personal data on behalf of a business customer or other controller.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage bookings, respond to enquiries, and comply with legal and contractual obligations. The types of data we may collect include:

Identity data such as your name, title, and, where relevant, business name.
Contact data such as telephone number, email address, and service address.
Booking and service data including move dates, property access details, inventory notes, item descriptions, and delivery instructions.
Payment data such as billing details and transaction records. We do not store more payment information than is required for administration and accounting.
Communication data including messages, call notes, complaint records, and correspondence relating to your enquiry or booking.
Technical data such as limited website or device information if you interact with digital systems used to manage bookings or requests.
Special category data only where you voluntarily provide it and only when necessary, for example if access arrangements require health-related information. In such cases, we process it with extra safeguards and only where legally permitted.

We do not intentionally collect unnecessary sensitive information. Please avoid sharing data that is not relevant to your move or service unless it is required for safety or operational reasons.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver moving or transport services.
To plan routes, schedule staff, and manage logistics.
To communicate with you about your booking, including timing changes, access requirements, and service updates.
To invoice, process payments, and maintain accounting records.
To respond to questions, complaints, or claims.
To improve our services, train staff, and maintain quality standards.
To comply with legal, regulatory, insurance, and tax obligations.
To prevent fraud, protect our business, and maintain safety and security.

We only use your data where we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the circumstances, Man With Van Chislehurst may rely on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing a quotation, arranging your move, managing booking details, delivering services, and handling payment.

Legal Obligation

We may process personal data where required to comply with legal duties, including tax recordkeeping, accounting obligations, insurance requirements, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, internal recordkeeping, fraud prevention, customer support, and business improvement.

Consent

In limited cases, we may rely on your consent, especially where you provide optional information or agree to receive certain types of communication. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as urgent safety-related information during a move.

5. Sharing Your Information

We do not sell your personal data. We may share it only when necessary and only with trusted parties who help us operate our services. These may include:

Service providers and processors that support booking administration, communication, IT systems, storage, accounting, or payment handling.
Subcontractors or moving staff who need limited information to complete a booked service.
Professional advisers such as accountants, insurers, or legal advisers where required.
Public authorities or regulators where disclosure is required by law or is necessary to protect rights, property, or safety.

Where we use processors, they are only allowed to act on our instructions and must keep data secure and confidential.

6. Processors We Use

Processors are third parties that handle personal data for us. They may provide services such as:

Customer relationship and booking management systems
Email, telephone, or messaging support tools
Secure cloud storage and document management
Accounting and invoicing software
Payment processing and transaction support
Website hosting or technical maintenance where relevant

We choose processors carefully and require them to apply appropriate technical and organisational safeguards. All processors must protect personal data and only process it for the agreed purpose.

7. 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 may vary depending on the type of data and the legal or operational need to keep it. In general:

Quotation and booking records are retained for a reasonable period to manage service history, disputes, and customer support.
Invoice, payment, and accounting records are kept for the period required by tax and accounting law.
Complaint, claim, and incident records are retained for as long as needed to resolve the matter and protect legal rights.
Technical logs and temporary data are deleted or anonymised when no longer required.

When data is no longer needed, we will securely delete, anonymise, or destroy it in accordance with our retention procedures.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place so that your information remains protected to an equivalent standard. This may include approved contractual clauses or other lawful transfer mechanisms.

9. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to reduce the risk of loss, misuse, unauthorised access, or disclosure. These may include access controls, secure storage, staff awareness, and limited access to personal information on a need-to-know basis. While no system can be guaranteed completely secure, we work to protect your information appropriately.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 ask us to delete data in certain circumstances.
Right to restriction – to request limited processing in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to receive certain data in a usable format where the law allows.
Right to withdraw consent – where processing is based on consent.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can try to resolve them.

11. Children’s Data

Our services are generally intended for adults arranging removals or transport. We do not knowingly collect children’s personal data except where it is unavoidably included in service records and only to the extent necessary for the booking or delivery of services.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the Chislehurst area and surrounding service area to review this policy periodically.

13. Summary of Key Principles

Man With Van Chislehurst only collects data that is needed for service delivery, uses it under a valid lawful basis, shares it only with appropriate processors or legal recipients, and keeps it only for as long as necessary. We aim to process personal data lawfully, transparently, and securely, while respecting your rights and protecting your privacy throughout every stage of our service.