Privacy Policy - Man And Van Chessington

This Privacy Policy explains how Man And Van Chessington collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Chessington customers in the area, including individuals who enquire about, book, receive, or pay for our moving, removal, delivery, and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Chessington acts as the data controller for personal information we collect and process in connection with our services. This means we decide why and how your personal data is used. We only process personal data that is necessary for operational, legal, and administrative purposes, and we take steps to keep it accurate and secure.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any information needed to identify you.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: details of your move, preferred dates, items to be transported, access information, and special instructions.
Payment data: billing information, payment status, and transaction records. We do not retain card details unless required for the payment process by a secure provider.
Communication data: messages, calls, emails, and other correspondence related to enquiries, quotes, service updates, complaints, or support.
Technical data: limited device, browser, and usage information where relevant for website security, troubleshooting, or performance monitoring.
Additional information: any other personal data you choose to provide voluntarily, such as access notes or delivery preferences.

We only collect what is necessary for the purpose of providing our services and meeting legal obligations.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and manage bookings;
To deliver moving, removal, transport, and related services;
To communicate about your booking, schedule, and service changes;
To process payments, issue invoices, and keep accounting records;
To respond to enquiries, feedback, complaints, or claims;
To maintain records for business administration and service improvement;
To comply with legal, tax, insurance, and regulatory requirements;
To protect against fraud, misuse, or security incidents.

We will not use your personal data in ways that are incompatible with the purposes stated in this policy unless we are required or permitted to do so by law.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under UK GDPR. 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 taking bookings, arranging service delivery, and managing payments.

Legal obligation

We may process data where needed to comply with legal obligations, such as tax records, accounting duties, insurance requirements, or lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service administration, business recordkeeping, fraud prevention, and improving customer service. When relying on this basis, we ensure the processing is proportionate and relevant.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications or provide information not required for the service. Where consent is used, you may withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to operate our services. These third parties act as processors when they handle personal data on our behalf and only under our instructions. Typical processors and recipients may include:

Payment providers for secure payment processing;
Accounting and bookkeeping services for financial administration;
IT and cloud service providers for secure data storage, email, scheduling, and system support;
Communication tools used for customer updates and service management;
Insurance providers, legal advisers, or professional advisers where necessary to manage claims, disputes, or compliance;
Public authorities where disclosure is required by law or necessary to protect rights, property, or safety.

We require processors to implement appropriate technical and organisational safeguards. They are not permitted to use your data for their own purposes. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and the reason for processing.

Booking and service records are generally retained for a reasonable period after service completion to manage queries, disputes, or aftercare.
Financial and accounting records are kept for the period required by tax and accounting law.
Communication records may be retained for customer service, dispute resolution, or evidence of instructions.
Technical records are retained only for as long as needed for security or system performance.

When personal data is no longer required, we securely delete, destroy, or anonymise it. Where possible, we reduce retained information to the minimum necessary.

7. Data Security

We take appropriate security measures to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, password protection, and regular review of systems and procedures. While no system can be guaranteed to be completely secure, we work to maintain a high standard of protection and handle data with care.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it in line with applicable data protection law. This may include the use of approved transfer mechanisms or reliance on adequacy decisions where available.

9. Your Rights

Under data protection law, you have certain rights regarding your personal data. These rights may apply depending on the legal basis and context of processing:

Right of access: you can request a copy of the personal data we hold about you;
Right to rectification: you can ask us to correct inaccurate or incomplete data;
Right to erasure: in some circumstances, you can ask us to delete your data;
Right to restriction: you can ask us to limit processing in certain cases;
Right to object: you can object to processing based on legitimate interests;
Right to data portability: in some cases, you may request your data in a structured format;
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 exceptions. We will respond to requests in accordance with data protection law.

10. Children’s Data

Our services are directed to adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult acting on their behalf. If we become aware that personal data has been collected unlawfully from a child, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man And Van Chessington is committed to processing personal data responsibly, transparently, and securely. We collect only the information needed to provide our services, rely on appropriate lawful bases, retain data only as long as necessary, and use trusted processors who are bound by confidentiality and data protection obligations. Customers in the area can exercise their rights and expect their personal information to be treated with care and respect.