Chelsea Man and Van Privacy Policy

This Privacy Policy explains how Chelsea Man and Van collects, uses, stores and protects personal data relating to individuals who use our services. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Chelsea Man and Van customers within our local service area.

Who This Policy Applies To

This Privacy Policy applies to private individuals and business customers who contact Chelsea Man and Van, request a quotation, make a booking, use our man and van or removal services, or otherwise interact with us as part of receiving our services in our operating area.

Types of Personal Data We Collect

We may collect and process the following categories of personal data when you contact or use Chelsea Man and Van:

Identification and contact details, such as your name, postal address, collection and delivery addresses, and any other address relevant to the service. Booking and service information, including the date and time of your move, type of service requested, property details that are relevant to access, and any instructions you provide. Communication records, such as information you give us in telephone calls, text messages, online enquiries, or other communications related to your booking or our services. Payment and transaction data necessary to process your payment, such as the amount paid, date of payment, and payment method. We do not store full payment card details. Usage and technical data where applicable, such as information about how you interact with any online forms or digital tools we use for quotes or bookings. Feedback, reviews and complaint information that you choose to share with us about our services.

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 via online forms, or speak to our staff. We may receive some information indirectly from third parties if, for example, a letting agent, landlord, business partner or comparison service passes your details to us in order to arrange a service on your behalf. In such cases, we only process the information necessary to provide the requested service.

Lawful Basis for Processing Your Data

Chelsea Man and Van processes your personal data only where there is a lawful basis under applicable data protection laws. Depending on the context, we rely on the following lawful bases:

Performance of a contract: We use your data to provide quotes, confirm bookings, carry out removals and related services, communicate with you about your booking, and manage payments because this is necessary to perform the contract we have with you or to take steps at your request before entering into a contract. Legal obligations: We may process and store certain information to comply with legal, tax, accounting or regulatory requirements. Legitimate interests: We may use your information to manage our business operations, improve our services, prevent fraud, handle customer enquiries and protect our rights, provided that these interests are not overridden by your rights and freedoms. Consent: In some situations, such as certain types of marketing or where the law requires it, we will rely on your consent. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotes, plan and deliver man and van and removal services, and manage your bookings. To contact you about your enquiry or booking, including confirmations, reminders, updates and any changes to your service. To process payments, issue invoices, receipts and handle refunds where applicable. To respond to your questions, complaints or feedback and to provide customer support. To manage our business operations, including internal administration, record keeping and service planning. To improve our services through the analysis of aggregated and anonymised information where possible. To comply with legal, regulatory and insurance requirements and to protect our rights, property, staff and customers.

Data Sharing and Processors

We do not sell your personal data. We only share personal data where necessary and in accordance with data protection laws. Your data may be shared with the following categories of recipients:

Service providers and data processors who help us deliver our services, such as payment processors, accounting providers, secure data storage and IT support services. These third parties are only allowed to process your data on our instructions, must keep it secure, and are not permitted to use it for their own purposes. Operational partners such as subcontracted drivers or removal teams who require the relevant collection and delivery details to carry out the service you have requested. Professional advisers, such as accountants, auditors or legal advisers, where necessary to protect our business or comply with legal obligations. Public authorities, law enforcement or regulators where we are legally required or permitted to share information.

Where we use data processors, we ensure that appropriate data processing agreements and safeguards are in place in accordance with the UK GDPR.

International Transfers

Our services are primarily provided within the local area. If in future any of our service providers or systems are located outside the United Kingdom and your personal data is transferred internationally, we will ensure that appropriate safeguards are applied, such as recognised adequacy decisions or standard contractual clauses, to protect your data in line with data protection law.

Data Retention

Chelsea Man and Van keeps personal data only for as long as necessary for the purposes for which it was collected, or as required by law. The length of time may vary depending on the type of data and our legal or operational requirements.

Typically, basic booking and invoice records are retained for a number of years to meet tax and accounting requirements. Communications relating to enquiries, quotes and bookings may be kept for a reasonable period to manage customer relationships, handle any disputes and improve our services. When personal data is no longer needed, we will either securely delete it or anonymise it so that it can no longer identify you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those staff and service providers who need it, using secure storage solutions and applying appropriate safeguards to our systems and processes.

While we take steps to protect your data, no method of transmission or storage can be guaranteed as completely secure. However, we continually review and improve our security measures to keep your information as safe as reasonably possible.

Your Data Protection Rights

Under the UK GDPR and related data protection laws, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these rights may include:

Right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data. Right to rectification: You can ask us to correct inaccurate or incomplete personal data. Right to erasure: In some circumstances, you can request that we delete your personal data. Right to restriction of processing: You can ask us to restrict how we use your data in certain situations. Right to data portability: You may have the right to receive certain personal data in a structured, commonly used and machine readable format and to transmit it to another controller. Right to object: You can object to our processing of your personal data where it is based on our legitimate interests or for direct marketing. Rights related to consent: Where we rely on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing before consent was withdrawn.

If you wish to exercise any of these rights, you can contact us using the contact methods you normally use when dealing with Chelsea Man and Van. We may need to verify your identity before fulfilling your request.

Complaints

If you have concerns about how Chelsea Man and Van handles your personal data, we encourage you to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection authority in the United Kingdom.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any changes will apply from the date they are published in the updated policy. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.