Chelsea Man and Van Privacy Policy
This Privacy Policy explains how Chelsea Man and Van collects, uses, stores and protects personal data when providing our services. It applies to all Chelsea Man and Van customers and prospective customers within our service areas, including those who contact us to request quotes, make bookings or enquire about our services.
We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018, together referred to as GDPR for the purposes of this policy.
Data Controller
Chelsea Man and Van is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used in connection with our services. Where we use third parties to process data on our behalf, they act as data processors and are bound by contractual obligations to protect your information.
Personal Data We Collect
We may collect and process the following categories of personal data when you interact with Chelsea Man and Van or use our services:
Identification and contact details, such as your name, address, service addresses, and other relevant location details necessary to provide moving or transport services.
Booking and service details, such as booking dates and times, collection and delivery addresses, inventory or description of items to be moved, special instructions, access information, and related logistical information.
Payment and transaction information, including amounts paid, payment method details as necessary for processing transactions, invoices, and records of refunds or disputes. Full payment card details are typically processed securely by our chosen payment processor rather than stored by us.
Communication records, including enquiries, quotations, emails, messages, and any other correspondence relating to bookings, complaints, feedback, or support queries.
Technical and usage information, such as basic information about how you use our website or online quote forms, including device and browsing data collected through essential cookies or similar technologies where applicable and where permitted by law.
Voluntary information, including any information you choose to share with us, such as feedback, testimonials, or additional instructions relating to your move.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under GDPR. The main purposes for which we use your data and the corresponding lawful bases are as follows:
To provide quotations, manage bookings and deliver our services. We use your identification, contact, booking and payment details to prepare quotes, confirm bookings, plan routes, carry out moves and manage payments. The lawful basis is performance of a contract or taking steps at your request prior to entering into a contract.
To communicate with you. We process your contact details and communication records to respond to your enquiries, send booking confirmations, provide updates about your service, and deal with complaints or queries. The lawful basis is performance of a contract and our legitimate interest in managing customer relationships.
To manage payments and accounting. We process transaction information to handle invoicing, process payments, manage debt recovery and maintain financial records. The lawful basis is performance of a contract and our legal obligations in relation to tax and accounting.
To improve and manage our business. We may use anonymised or aggregated data where possible, and where personal data is involved we rely on our legitimate interests to analyse service performance, staff scheduling and route efficiency, as long as these interests are not overridden by your rights.
To comply with legal obligations. We may process personal data to meet legal or regulatory requirements, respond to lawful requests from authorities, and maintain necessary records. The lawful basis is compliance with a legal obligation.
Marketing communications. Where permitted by law, we may use your contact information to send you information about services that are similar to those you have previously booked. You can opt out at any time. The lawful basis is our legitimate interests or, where required, your consent.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal and regulatory obligations. Retention periods may vary depending on the type of data:
Booking and service records, including your contact and service details, are generally retained for a period that allows us to handle enquiries, repeat bookings and any potential disputes or claims. This is typically up to six years after the end of the contract, in line with limitation periods under applicable law.
Financial and transaction records are kept for the period required to comply with tax and accounting obligations, which is usually up to six years.
Communication records are retained for as long as needed to manage your enquiry, booking or complaint, and for a reasonable period afterwards to evidence our interactions.
Where we no longer need your personal data, we will securely delete or anonymise it so that it can no longer be linked to you.
Data Sharing and Processors
We may share your personal data with carefully selected third parties who assist us in providing our services. These third parties act as data processors or, in limited cases, as independent controllers in their own right.
Typical data processors include payment processing providers, who handle card payments and secure payment transactions on our behalf, and IT service providers who supply hosting, email, customer management systems, or other technical infrastructure.
We may also share limited information with insurance providers, accountants or professional advisers where necessary for claims handling, financial reporting, compliance or legal advice.
In exceptional circumstances, we may be required to share data with law enforcement, regulatory bodies or government agencies, where we are legally obliged to do so or where it is necessary to protect our rights or the rights of others.
We require all processors to use personal data only in accordance with our written instructions, to keep it secure, and to comply with GDPR and other applicable laws.
International Data Transfers
Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data. These safeguards may include the use of standard contractual clauses approved by relevant authorities or other lawful transfer mechanisms under GDPR.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to staff and contractors who need it to perform their duties, training our team on data protection responsibilities, and using secure systems for storing and transmitting information where appropriate.
Your Rights Under GDPR
As a customer or prospective customer of Chelsea Man and Van, you have a number of rights in relation to the personal data we hold about you, subject to certain conditions and exemptions under GDPR.
You have the right of access, meaning you can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how we use it.
You have the right to rectification, allowing you to request that we correct or complete any inaccurate or incomplete personal data we hold about you.
You have the right to erasure, sometimes known as the right to be forgotten, which may allow you to request deletion of your personal data where it is no longer needed, where you withdraw consent in certain circumstances, or where the data has been unlawfully processed.
You have the right to restrict processing, which enables you to ask us to suspend the use of your personal data in specific situations, for example while we verify its accuracy or consider an objection.
You have the right to object to processing based on our legitimate interests, including certain types of direct marketing. If you object, we will stop processing your data for those purposes unless we have compelling legitimate grounds that override your interests or where processing is required for legal claims.
You have the right to data portability, which allows you in some cases to receive personal data you have provided to us in a structured, commonly used and machine readable format, and to have it transmitted to another controller where technically feasible.
Where we rely on your consent as the lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
How to Exercise Your Rights and Contact Us
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using the contact details made available on our website or other official Chelsea Man and Van communications. When you make a request, we may need to verify your identity before responding, to protect your privacy.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.
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 updates will be made available through our usual communication channels. We encourage you to review this policy periodically so that you remain informed about how we protect your information.
This Privacy Policy applies to all Chelsea Man and Van customers and prospective customers in our service areas and is effective from the date it is published or last updated.
