Privacy Policy - Man With Van Chalkfarm

Man With Van Chalkfarm is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information relating to customers and prospective customers of Man With Van Chalkfarm. This policy applies to all Man With Van Chalkfarm customers in the Chalkfarm area, including anyone who enquires about, books, or receives our moving and transport services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This means we only use personal information where we have a lawful basis to do so, and we take appropriate steps to keep it secure and only use it for legitimate purposes.

1. Information We Collect

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

Identity details such as your name and title.
Contact details such as your email address, telephone number, billing address, and moving address.
Booking and service information such as the date of your move, service requirements, property access details, inventory information, and special instructions.
Payment information such as payment status, transaction records, and invoice details. We do not intentionally store full card details unless required by our secure payment provider.
Communication records including emails, text messages, call notes, and any other correspondence related to your booking or enquiry.
Operational information such as delivery schedules, route planning information, and service notes relevant to completing the move.
Technical information if you interact with digital tools we use for administration, including basic device or usage data collected through service providers.

We normally collect personal data directly from you when you make an enquiry, request a quote, confirm a booking, or communicate with us during the delivery of our services. In some cases, we may also receive information from third parties where necessary to carry out your booking, for example from payment providers, subcontractors, or a person arranging a service on your behalf.

2. How We Use Your Personal Data

We use your data for the following purposes:

To provide moving, transport, and related services.
To prepare quotes, confirm bookings, and manage service delivery.
To communicate with you about schedules, access requirements, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, or disputes.
To meet legal, regulatory, tax, and accounting obligations.
To improve our services, internal processes, and customer experience.
To protect our business from fraud, misuse, or unlawful activity.

We will only use your personal information for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will notify you where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the circumstance, we rely on one or more of the following lawful bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing a quote, confirming a booking, delivering moving services, and taking payment.

Legal Obligation

We process information where required to comply with the law, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, responding to enquiries, maintaining business records, improving our operations, and protecting against fraud or misuse.

Consent

In limited cases, we may rely on your consent, for example for optional communications or specific uses not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

We do not normally process special category data unless it is strictly necessary and a lawful condition applies. If you choose to provide information that could reveal sensitive personal data, we will handle it carefully and only use it where legally permitted.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting, or reporting obligations. Retention periods vary depending on the type of information and the reason it is held.

Booking and service records are generally retained for a reasonable period after the service is completed to manage queries, claims, and business administration.
Invoice and payment records are retained for the period required under tax and accounting law.
Correspondence and complaint records may be retained for as long as needed to deal with the issue and defend potential legal claims.
Unused enquiry details may be deleted sooner where they are no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. We regularly review retained data to ensure it remains necessary and proportionate.

5. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or, in some cases, independent controllers. We only use third parties that can provide appropriate safeguards for your data.

Examples of processors may include:

Payment service providers who process card or electronic payments securely.
Accounting and bookkeeping providers who help manage invoices, records, and tax obligations.
IT and cloud service providers who support data storage, communication systems, and administrative tools.
Customer management or scheduling providers who help organise bookings and service coordination.
Professional advisers such as accountants, insurers, or legal advisers where required.

We may also disclose data if required by law, court order, regulatory authority, or to protect our rights, customers, staff, or business operations. If personal data is transferred outside the United Kingdom, we will ensure suitable safeguards are in place in line with applicable data protection law.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, encryption where appropriate, staff confidentiality obligations, and limiting access to those who need the information to perform their duties.

Although we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. If a personal data breach occurs that poses a risk to your rights and freedoms, we will respond in accordance with legal requirements.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions or exemptions. They 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 information.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restrict processing - to ask us to limit how we use your data in certain situations.
Right to data portability - to receive certain data in a structured, commonly used format or request transfer to another controller.
Right to object - to 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.

If you wish to exercise any of these rights, we will assess your request and respond within the time limits required by law. We may ask for information to verify your identity before taking action on your request.

8. Complaints

If you are concerned about how we handle your personal data, you have the right to raise a complaint with us. You also have the right to lodge a complaint with the UK data protection authority 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 fairly and promptly. We take privacy concerns seriously and will investigate complaints carefully.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated to customers. We encourage you to review this policy periodically to stay informed about how we use your personal data.

10. Summary of Our Commitment

Man With Van Chalkfarm is committed to using personal data responsibly, lawfully, and transparently. We only collect information that is needed to deliver our services, manage our business, and meet our legal obligations. We retain data for no longer than necessary, share it only with trusted processors or where legally required, and respect your rights as a data subject. Your privacy matters to us, and we aim to ensure that all customer information is handled with care and in compliance with applicable data protection laws.