Privacy Policy - Chelsea Man And Van

This Privacy Policy explains how Chelsea Man And Van collects, uses, stores, shares, and protects personal data in connection with its moving, removals, and related services. It applies to all Chelsea Man And Van customers in area, including prospective customers, existing customers, and anyone who contacts us about a booking, quotation, or service enquiry.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have regarding your data.

1. Data We Collect

We only collect personal data that is necessary to provide our services, manage our business, and meet legal obligations. Depending on your interaction with us, we may collect the following categories of information:

Information you provide directly

Identity details such as your name.
Contact details including address and email address.
Service details relating to your move, including pickup and delivery locations, access notes, inventory details, and preferred dates.
Payment information where needed to arrange payment, invoice you, or confirm a transaction.
Communication records such as messages, booking requests, complaints, and feedback.

Information collected automatically

Technical data such as device type, browser type, and basic usage information when you interact with our digital systems.
Operational records relating to service delivery, scheduling, route planning, and job completion.

We do not intentionally collect special category personal data unless it is strictly necessary and you choose to provide it. If such data is ever shared with us, we will treat it with additional care and only process it where a lawful basis exists.

2. How We Use Your Data

We use personal data only for specified and legitimate purposes. These may include:

Providing quotations and managing bookings.
Planning and carrying out moving or removal services.
Contacting you about your service, schedule changes, or service issues.
Managing invoices, payments, refunds, and account records.
Responding to enquiries, complaints, and customer support requests.
Maintaining records for legal, tax, insurance, and business administration purposes.
Protecting the security of our business, staff, and customers.

We will not use your personal data for unrelated purposes unless we have a valid reason to do so and, where required, we have informed you.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Chelsea Man And Van relies on one or more of the following bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, managing delivery details, and handling payment arrangements.

Legal obligation

We may process and retain certain information where required to comply with legal duties, such as tax, accounting, insurance, fraud prevention, or record-keeping obligations.

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. Examples include improving service quality, managing customer communication, protecting against misuse, and operating our business efficiently.

Consent

In limited situations, we may rely on your consent, for example if we need permission to use optional information for a specific purpose. Where consent is used, you may withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and operational requirements. The exact retention period depends on the type of data and why it is held.

Booking and service records are retained for a reasonable period to manage customer relationships and resolve disputes.
Financial and invoice records are kept for the period required by tax and accounting law.
Complaint or claim records may be kept longer where needed to address a dispute or legal matter.
Inactive or no-longer-needed records are securely deleted or anonymised when retention is no longer necessary.

We review retained data regularly to ensure it is not kept for longer than needed. When data is no longer required, we take appropriate steps to remove or anonymise it securely.

5. Processors and Third Parties

We may share personal data with trusted third parties who process it on our behalf. These parties act as processors and only handle data under our instructions and appropriate safeguards. Such processors may include:

Payment service providers that help process payments or issue refunds.
Accounting or bookkeeping providers that help maintain financial records.
IT and cloud service providers that store or support business systems.
Communication tools used to send service updates or manage customer correspondence.
Professional advisers such as legal, insurance, or compliance support where necessary.

We may also disclose data where required by law, regulation, court order, or to protect our legal rights. We do not sell your personal data.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks involved. While no system can be guaranteed to be completely secure, we work to maintain a high standard of protection and access control.

Only authorised personnel and approved processors may access personal data where necessary for business operations. We also expect anyone processing data on our behalf to follow confidentiality and security obligations.

7. Your Rights

You have rights under data protection law in relation to your personal data. These rights may include:

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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests.
Right to data portability – to request transfer of certain data where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the UK Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any issue promptly.

8. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data in line with applicable law. This may include standard contractual protections or other recognised transfer mechanisms.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your data.

10. Summary of Our Commitment

Chelsea Man And Van is committed to using personal data responsibly, securely, and only where necessary. We collect limited information to deliver our services, rely on appropriate lawful bases, keep data only as long as needed, use trusted processors, and respect your rights under data protection law.

We apply this Privacy Policy to all Chelsea Man And Van customers in area. By using our services, you can expect that your personal information will be handled with care, transparency, and respect.