Man with Van Chalk Farm Privacy Policy

This Privacy Policy explains how Man with Van Chalk Farm collects, uses, stores and protects personal data relating to customers and prospective customers in the Chalk Farm area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This policy applies to all Man with Van Chalk Farm customers and prospective customers in the Chalk Farm area, including individuals and businesses who contact us to request information, quotes or services.

Who we are and scope of this policy

Man with Van Chalk Farm is a local removals and transport service operating in the Chalk Farm area. In relation to the personal data we collect and process about our customers, we act as a data controller. This means we determine the purposes and means of processing your personal data.

This Privacy Policy covers personal data collected through our customer interactions, including enquiries, bookings, and the provision of our man and van services in the Chalk Farm area.

Personal data we collect

We may collect and process the following categories of personal data about you when you use our services or contact us:

Identity and contact details: name, address, service address, collection and delivery addresses, and preferred methods of contact.

Service information: details about the move or transport service you require, such as property type, access information, inventory details, special handling requirements, and preferred service dates and times.

Communication data: information contained in emails, messages, call notes, and any other correspondence you send to us when you request a quote, make a booking or ask a question.

Payment and transaction data: information about payments you make to us and the services you have purchased. We do not store full payment card details when a third party payment processor is used.

Website and usage data if applicable: limited technical data provided by your browser when you visit our website, such as IP address, basic device and browser details and pages visited, to the extent necessary to operate and secure the site.

How we collect your data

We collect personal data directly from you when you contact us to request information or a quote, make a booking, or communicate with us about our services in the Chalk Farm area.

We may also receive some information indirectly where another person acts on your behalf, for example a family member, friend, landlord or business partner who provides your details so that we can arrange a collection or delivery for you. In such cases, we take reasonable steps to ensure you are informed about this Privacy Policy.

Lawful bases for processing your data

We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:

Contract: We process your data when it is necessary to enter into or perform a contract with you, including providing quotes, confirming bookings, carrying out collections and deliveries and managing payments.

Legitimate interests: We may process your data where it is necessary for our legitimate interests and these are not overridden by your rights and interests. This includes managing our business operations in the Chalk Farm area, responding to enquiries, improving our services, maintaining security and preventing fraud.

Legal obligations: We process certain data to comply with legal and regulatory requirements, such as accounting, tax, and record keeping obligations.

Consent: In limited cases, we may rely on your consent, for example if you specifically ask to receive certain optional communications. Where we rely on consent, you may withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To respond to your enquiries and provide quotes for man and van services in Chalk Farm and nearby areas.

To set up and manage bookings, including agreeing dates and times, planning routes, and organising staff and vehicles.

To provide the requested services, including moving, transport, or delivery of your items.

To communicate with you about your booking, including confirmations, updates and any changes or issues that arise.

To process payments and manage invoices, refunds and queries relating to payments.

To keep appropriate business records and meet our legal and regulatory obligations.

To maintain the safety and security of our staff, vehicles, property and systems.

To manage and improve our services, including quality control and training.

Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting or reporting requirements.

In general, we retain customer records, including basic identity and contact details, booking information and transaction data, for a period that allows us to respond to any queries, handle complaints and meet tax and accounting obligations. After this period, data will be securely deleted or anonymised so that it can no longer identify you.

Where we rely on your consent for certain types of communication, we will keep the relevant data until you withdraw your consent or until it is no longer necessary for the purpose for which it was collected.

Data processors and third parties

We may use carefully selected third party service providers to help us operate our business and deliver services in the Chalk Farm area. These providers may act as data processors on our behalf.

Examples of such processors can include payment processing services, accounting or bookkeeping services, secure data storage and backup providers, and providers that support our website or customer communication tools.

Where we use processors, we ensure that they only process your personal data on our documented instructions, provide appropriate security measures, and comply with applicable data protection laws. We do not sell your personal data to third parties.

We may also need to share limited data with other third parties where required by law, for example with law enforcement or regulatory authorities, or where it is necessary to establish, exercise or defend legal claims.

International transfers

Wherever possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If we need to use a service provider located outside these areas, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law, such as using standard contractual clauses or relying on adequacy regulations issued by the UK government.

Data security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those who need it for legitimate business purposes, using secure storage solutions and maintaining reasonable safeguards for our systems and records.

Your data protection rights

If you are a customer or prospective customer of Man with Van Chalk Farm in the Chalk Farm area, you have a number of rights under data protection law in relation to the personal data we hold about you.

Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with certain information about how it is used.

Right to rectification: You have the right to ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to keep it.

Right to restriction of processing: You can ask us to restrict the processing of your data in certain situations, for example while we are verifying the accuracy of the data or considering an objection you have raised.

Right to object: You may object to processing based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. We will consider your objection and stop processing unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to request that we transfer it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.

How to exercise your rights and complaints

If you wish to exercise any of your rights or have questions about how Man with Van Chalk Farm handles your personal data, you can contact us using the usual contact details you use when arranging services with us. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve any issues directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data or legal requirements. When we make changes, we will update the date of the latest version and make the updated policy available to customers in the Chalk Farm area.

We recommend that you review this Privacy Policy periodically to stay informed about how Man with Van Chalk Farm protects your personal data.