Privacy Policy - Man And Van South Kensington

This Privacy Policy explains how Man And Van South Kensington collects, uses, stores, shares, and protects personal data when providing services to customers in the area. It applies to all Man And Van South Kensington customers in the area, including individuals who request quotes, book services, make enquiries, or otherwise interact with us in connection with removals, deliveries, transport, and related services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect personal data that is relevant and necessary for the purposes described in this policy.

1. Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and the services you request. The personal data we may collect includes:

Identity data such as your name.
Contact data such as your address, telephone number, and email address.
Service data such as details about the move, delivery, collection, or other service requirements.
Payment and billing data such as payment status, invoice information, and transaction records.
Communication data such as messages, emails, call notes, and service-related correspondence.
Location data such as pick-up and drop-off addresses, access instructions, and route-related details.
Technical data where relevant, such as basic device or browser information if collected through digital systems used for service administration.

We do not intentionally collect special category personal data unless it is strictly necessary and you have provided it voluntarily or a lawful basis permits us to do so. Special category data includes information about health, religion, political opinions, trade union membership, genetic data, biometric data, sex life, or sexual orientation.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange, manage, and deliver moving and transport services.
To confirm bookings and service details.
To communicate with you about your request or scheduled service.
To process payments, invoices, and related administrative tasks.
To keep records of services provided.
To handle complaints, disputes, or claims.
To improve service quality, operational efficiency, and customer support.
To comply with legal, regulatory, accounting, or insurance obligations.

We will only use your personal data where this is necessary and proportionate to the purpose involved. We do not sell personal data.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful basis may be one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes responding to requests, arranging services, confirming booking details, and completing the service you have requested.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This may include managing service operations, improving efficiency, maintaining records, preventing fraud, and handling customer communications.

Legal Obligation

We may process personal data where needed to comply with a legal obligation, such as tax, accounting, regulatory, or insurance requirements.

Consent

In limited cases, we may rely on your consent, particularly where required for optional communication or the processing of special category information. If we rely on consent, you may withdraw it at any time.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary for the delivery and administration of our services. These parties act either as independent controllers in their own right or as processors acting on our instructions.

Examples of processors or service providers may include:

IT and systems providers that support record keeping, communication, or secure data storage.
Accounting or bookkeeping providers that assist with invoices, financial records, and tax-related administration.
Payment-related service providers where necessary for processing transactions.
Operational support providers that help manage scheduling, dispatch, or service administration.

All processors are required to handle personal data securely and only for the purposes instructed by us. We seek to ensure that appropriate data processing terms are in place and that personal data is protected against unauthorised access, loss, or misuse.

We may also disclose personal data where required by law, court order, legal process, or to protect our rights, property, staff, or customers.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, insurance, and operational requirements. The exact retention period will vary depending on the type of data and the service involved.

In general, we may retain:

Quotation and enquiry records for a reasonable period to manage follow-up and customer service.
Booking and service records for the duration needed to complete the service and for post-service administration.
Financial and invoice records for periods required by tax and accounting law.
Complaint or dispute records for as long as needed to resolve the matter and defend legal claims.

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

6. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures are designed to reflect the nature of the data we process and the risks involved.

Although no method of transmission or storage is completely secure, we take appropriate steps to reduce risks and to protect personal data throughout its lifecycle.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limitations, these rights may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your personal data in certain circumstances.
Right to restriction – to request limits on how we process your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used, machine-readable format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to raise any concerns with us first so that we can address them promptly.

8. International Transfers

Where personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place in line with applicable data protection law. This may include using approved contractual protections or relying on adequacy decisions where available.

9. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidental to the service and necessary for operational or legal reasons.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updates will take effect when published. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

11. Summary of Our Commitment

We take privacy seriously and aim to process personal data only when necessary, lawful, and proportionate. For all Man And Van South Kensington customers in the area, this means your information is handled with care, retained only as long as needed, shared only with appropriate processors or where required by law, and protected through reasonable safeguards. You may exercise your rights at any time, and we will respond in accordance with applicable data protection law.