Privacy Policy - Man With Van Chasecross

This Privacy Policy explains how Man With Van Chasecross collects, uses, stores, shares, and protects personal data in connection with our moving and van services. It applies to all Man With Van Chasecross customers in area, including individuals who request quotations, book services, receive deliveries, or otherwise interact with us in relation to our transport and moving activities.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand your rights and our responsibilities.

1. Data We Collect

We may collect and process different types of personal data depending on how you use our services. This can include:

Identity data: name, title, and, where relevant, business name.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: moving dates, property access details, items to be moved, service notes, and instructions.
Payment data: payment status, transaction references, and billing information.
Communication data: messages, enquiries, complaints, and feedback.
Technical data: limited information such as IP address, device details, and browsing activity if you interact with our online channels.
Operational data: records relating to deliveries, collections, damage reports, and service completion.

We generally do not seek to collect special category data. However, if you voluntarily provide information that may reveal sensitive circumstances, we will only process it where there is a lawful basis and where it is necessary for a specific purpose.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan and deliver moving and van services;
to communicate with you about your service;
to process payments and maintain financial records;
to respond to enquiries, complaints, and claims;
to improve our services, routes, and internal operations;
to comply with legal, tax, accounting, and insurance obligations;
to prevent fraud, misuse, or unlawful activity;
to protect the safety of our staff, contractors, customers, and property.

We only use personal data where it is necessary for a specific and legitimate purpose. We do not use personal data in ways that are incompatible with the original reason it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Depending on the context, Man With Van Chasecross relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, organising moves, delivering services, and managing payments.

Legal Obligation

We may process personal data where necessary to comply with legal duties, including tax recordkeeping, accounting obligations, and other regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include service improvement, internal administration, fraud prevention, and maintaining operational security.

Consent

In some situations, we may rely on your consent, for example where it is appropriate to send optional marketing communications or to process certain data not required for service delivery. Where we rely on consent, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as in an emergency involving safety or serious risk.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary for our operations. These parties may act as data processors or, in some cases, independent controllers. We require appropriate protections before sharing data.

Examples of processors or service providers may include:

payment processors used to handle transactions;
accounting and bookkeeping services;
IT and cloud storage providers;
communication tools used for email, messaging, or booking management;
vehicle tracking, route planning, or scheduling systems;
professional advisers, such as insurers, auditors, or legal advisers, where needed.

Where processors act on our behalf, they are only permitted to process data according to our instructions and must apply suitable security measures. We do not sell personal data.

We may also disclose data if required by law, court order, regulatory request, or where necessary to protect our rights, customers, staff, or property.

5. International Transfers

If any service provider processes personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections recognised under data protection law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Quotation and enquiry records: retained for a reasonable period to manage follow-up, service history, and disputes.
Customer and booking records: retained for the duration of the service relationship and for a period afterwards as needed for claims or compliance.
Financial and tax records: retained in accordance with statutory obligations.
Complaint or incident records: retained as long as necessary to resolve the matter and address legal requirements.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. Security Measures

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, staff training, and regular review of our systems and procedures.

While we take data security seriously, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to present a risk to your rights and freedoms, we will respond in accordance with applicable law.

8. Your Rights Under GDPR

As a data subject, you have certain rights in relation to your personal data. These include:

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: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in some situations.
Right to data portability: you may request a copy of certain data in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.
Right to lodge a complaint: you may raise concerns with the relevant supervisory authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. Some rights may be subject to legal exceptions or limitations.

9. Children’s Data

Our services are intended for adult customers or those acting on behalf of households or businesses. We do not knowingly collect personal data from children unless it is incidental to a service and necessary for practical arrangements, such as access or delivery instructions, provided by an adult customer.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or operational practices. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain aware of how their information is handled.

11. Summary of Our Commitment

Man With Van Chasecross is committed to processing personal data responsibly and only where necessary for lawful and legitimate purposes. We aim to keep information accurate, secure, and retained for no longer than needed. We also respect the rights of customers and provide clear ways for them to exercise those rights.

This Privacy Policy applies to all Man With Van Chasecross customers in area and is designed to support transparency, accountability, and compliance with GDPR principles.