Man and Van South Kensington Privacy Policy

This Privacy Policy explains how Man and Van South Kensington collects, uses, stores, and protects personal data. It also sets out the rights you have under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man and Van South Kensington customers and prospective customers within the South Kensington area.

Who This Policy Applies To

This Privacy Policy applies to individuals who contact or use Man and Van South Kensington, including customers, prospective customers, and people making enquiries on behalf of a business or household in the South Kensington area. It covers personal data collected online, by telephone, in person, or through any other communication channel used to arrange or enquire about our services.

Types of Personal Data We Collect

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

Identification and contact details, such as your full name, address, service address, email address, and contact preferences.

Booking and service details, such as dates and times of your move or transport, collection and delivery addresses, access information, inventory or item descriptions, and any instructions you provide related to the service.

Payment and billing information, such as billing address and payment confirmations processed via secure payment providers. We do not store full payment card details when handled by third party payment processors.

Communications data, including records of emails, messages, and telephone conversations relevant to enquiries, quotations, bookings, feedback, or complaints.

Technical data, such as basic information about how you interact with our online content or forms, including device and browser information, and pages visited, where applicable.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask for information about our services. This may be by telephone, via online enquiry forms, or in person.

We may also receive personal data indirectly when a third party acts on your behalf, for example when a relative, friend, or business representative contacts us to arrange services for you. In these cases, we rely on them to have your permission to share your details with us.

Lawful Bases for Processing Your Data

We process personal data only when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Contract. We process your personal data to provide our services, including giving quotes, confirming bookings, arranging collections and deliveries, and handling payments. Without this information we may be unable to enter into or perform the contract with you.

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 includes managing our relationship with you, improving our services, preventing fraud, and maintaining records for business planning and management.

Legal obligation. We may process your personal data where necessary to comply with legal and regulatory requirements, for example for tax, accounting, or insurance purposes.

Consent. In limited circumstances we may request your consent, for example to send certain types of direct marketing. Where we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotes, respond to enquiries, and manage bookings for our man and van services in the South Kensington area.

To plan and deliver services safely and efficiently, including managing access, routes, and handling instructions for items.

To manage payments, issue invoices, and maintain accurate financial and transaction records.

To communicate with you regarding changes to bookings, service updates, confirmations, and any follow up after service delivery.

To handle complaints, disputes, and customer service issues and to improve the quality of our services based on your feedback.

To comply with legal obligations, respond to lawful requests from authorities, and protect our legal rights.

Data Sharing and Processors

We do not sell your personal data. However, we may share your information with selected third parties where necessary for the purposes described in this Privacy Policy.

Service providers and processors. We may engage third party companies to support our operations, for example providers of booking or scheduling tools, payment processors, accounting or invoicing systems, secure data storage and backup providers, and customer relationship management tools. These third parties act as data processors and are only permitted to process your personal data on our instructions and for specified purposes.

Professional advisors and authorities. We may share data with professional advisors, such as accountants or legal advisors, and with regulatory or law enforcement authorities where this is required by law or necessary to protect our rights.

Operational partners. In some cases, where necessary for your booking, we may work with trusted operational partners, such as additional drivers or subcontractors, to complete your service. Where they act as separate controllers of your personal data, they are responsible for their own compliance and may provide their own privacy information.

International Transfers

Our primary operations are based in the United Kingdom. Where any of our data processors or service providers transfer or store personal data outside the United Kingdom or European Economic Area, we will take appropriate steps to ensure that adequate safeguards are in place, such as standard contractual clauses or equivalent protection measures required by data protection law.

Data Retention

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

Booking and service data is generally retained for a period that allows us to manage our business records, deal with any queries or disputes, and comply with tax and accounting obligations. After this period, personal data is securely deleted or anonymised where appropriate.

Where we rely on your consent for specific processing, such as certain types of marketing communications, we will retain the relevant data until you withdraw your consent or until it is no longer needed for the purpose for which it was collected.

How We Protect Your Data

We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, alteration, or disclosure. These measures may include restricted access controls, secure storage, encryption where appropriate, and internal policies on data handling and retention. While we take reasonable steps to protect your data, no system can be guaranteed as completely secure.

Your Data Protection 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 and exemptions. They include:

Right of access. You can request a copy of the personal data that we hold about you and information about how we process it.

Right to rectification. You can request that we correct incomplete or inaccurate personal data that we hold about you.

Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the original purpose and there is no legal reason for us to retain it.

Right to restriction of processing. You may ask us to restrict the processing of your personal data in certain situations, such as if you contest its accuracy or object to our use of it.

Right to data portability. In specific circumstances, you can ask us to provide your personal data in a structured, commonly used, machine readable format and to transfer it to another controller where technically feasible.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including profiling based on those interests. You also have the right to object at any time to the use of your personal data for direct marketing.

Right to withdraw consent. Where we rely on your consent, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our main service information or booking documentation. We will respond to your request in accordance with legal requirements.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the chance to address your concerns first, so we encourage you to contact us in the first instance.

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 with a revised date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.