Privacy Policy
Man and a Van Chiswick Privacy Policy
This Privacy Policy explains how Man and a Van Chiswick collects, uses, stores and protects personal data belonging to its customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man and a Van Chiswick customers and enquirers in our Chiswick service area.
Who we are and scope of this policy
Man and a Van Chiswick is a removals and transport service operating in the Chiswick area. In the context of applicable data protection law, Man and a Van Chiswick acts as the data controller for the personal data it collects and uses to provide and manage its services. This Privacy Policy covers all personal data processed about private individuals and business contacts using or enquiring about our services in the Chiswick area.
Personal data we collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, use our services, or otherwise interact with us:
Identity and contact information: name, address, service addresses for collection and delivery, postcode, and contact details such as email address and any other contact channels you choose to provide.
Service and booking information: details of the services you request, dates and times of bookings, locations for pickup and delivery, access information you voluntarily provide, inventory or item descriptions where relevant, and notes about your service requirements.
Communication records: records of enquiries, quotes, correspondence, feedback, and any other communications between you and Man and a Van Chiswick, including the content and timing of messages.
Billing and payment information: details necessary to process invoices and record payments, such as billing address and transaction information. We do not store full payment card details if you pay using a card provider. These are processed by secure third-party payment processors.
Technical and usage information: when you visit our website or interact with our online services, we may collect limited technical data such as device type, browser type, and basic usage data. This is used to maintain and improve our online services and is generally collected in a way that does not directly identify you.
How we collect personal data
We collect personal data directly from you when you request a quote, make a booking, contact us by phone or other communication channels, complete forms, or provide information in the course of using our services.
We may also generate data about you as part of administering your booking, providing the services, creating invoices, and recording service history.
In some limited situations, we may receive information about you from third parties, for example if a business books services on your behalf or if another person provides your details for collection or delivery purposes. In such cases, we expect that you have been informed about the sharing of your data.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:
Providing our services and managing bookings: we use your personal data to provide removal and transport services, manage bookings, communicate with you about dates, times and service details, and handle changes or cancellations. Our lawful basis is the performance of a contract with you or taking steps at your request prior to entering into a contract.
Customer support and communication: we process your contact details and communication records to respond to enquiries, provide quotes, handle complaints, and offer customer support. Our lawful basis is performance of a contract, taking steps prior to entering a contract, and our legitimate interests in providing effective customer service.
Billing, payments and accounting: we process billing and transaction information to issue invoices, take payments, keep accounting records, and comply with financial and tax obligations. Our lawful basis is performance of a contract and compliance with legal obligations.
Service improvement and business operations: we may use limited data, such as service history and feedback, to monitor service quality, train staff, and improve our operations. Our lawful basis is our legitimate interests in running and developing our business, provided that these interests are not overridden by your rights and freedoms.
Marketing communications: we may, from time to time, send you information about similar services that we believe may be of interest to you. Where required by law, we will obtain your consent before sending marketing communications. You can withdraw consent or opt out of marketing at any time.
Legal claims and compliance: we may process personal data where necessary to establish, exercise or defend legal claims, prevent fraud, or comply with legal and regulatory obligations. Our lawful bases include compliance with legal obligations and our legitimate interests in protecting our business.
Data retention and storage
We keep personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
Booking and service records are generally kept for a period that allows us to manage any queries, complaints, or legal claims arising from the services provided, and to comply with tax and accounting requirements. After the relevant retention period expires, we will either delete or securely anonymise your personal data so that it can no longer be linked to you.
The specific retention period may vary depending on the type of data and our legal obligations, but we aim to ensure that data is not kept longer than necessary.
Data processors and third parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are engaged to support the operation of our business and services, and may include companies providing hosting, customer management, email or communication tools, payment processing, accounting or administrative support.
When we use data processors, we ensure that appropriate contractual and technical safeguards are in place so that your personal data is processed only on our instructions, securely, and in accordance with data protection law.
In some circumstances, we may also share personal data with independent third parties who act as separate controllers, such as professional advisers, insurers, or public authorities where required by law. In these situations, those third parties are responsible for their own compliance with data protection law.
International transfers
If any of our service providers or processors are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data is protected in accordance with applicable data protection laws. This may include using standard contractual clauses or relying on adequacy regulations where available.
Data security
We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those who have a business need to know it, and requiring staff and processors to handle information in a secure and confidential manner.
Your data protection rights
Under data protection law, you have a number of rights regarding your personal data. These rights apply to Man and a Van Chiswick customers and enquirers in our Chiswick service area and include the following:
Right of access: you have the right to request confirmation of whether we process your personal data and to request a copy of the personal data we hold about you, together with certain information about how we use it.
Right to rectification: you have the right to request that we correct inaccurate personal data and complete any incomplete information.
Right to erasure: in certain circumstances, you may have the right to request that we delete your personal data. This right is not absolute and may be subject to our need to retain information for legal or contractual reasons.
Right to restriction of processing: you may have the right to request that we restrict the processing of your personal data in certain situations, for example where you contest the accuracy of the data or object to our use of it.
Right to data portability: in some cases, you have the right to receive personal data that you have provided to us in a structured, commonly used and machine readable format and to request that we transmit that data to another controller where technically feasible.
Right to object: where we process your personal data based on our legitimate interests, you may have the right to object to such processing. You also have an absolute right to object at any time to the use of your personal data for direct marketing purposes.
Right to withdraw consent: where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before you withdrew consent.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights in relation to Man and a Van Chiswick, you can contact us using the usual contact methods provided when you use our services or make an enquiry. We may need to verify your identity before responding to your request, and we aim to respond within the time limits set by law.
If you are not satisfied with our response or believe that your data protection rights have been infringed, you also have the right to lodge a complaint with the relevant data protection supervisory authority.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any significant changes will be communicated where appropriate, and 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 Man and a Van Chiswick protects your personal data.
