Privacy Policy - Man With Van South Kensington

This Privacy Policy explains how Man With Van South Kensington collects, uses, stores, shares, and protects personal data. It applies to all Man With Van South Kensington customers in the area, including individuals and businesses who request or receive moving, transport, loading, unloading, packing, or related services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to anyone who uses, enquires about, or receives services from Man With Van South Kensington in South Kensington and surrounding local service areas. It also applies where we receive data from a customer’s representative, property manager, landlord, employer, or another person involved in arranging a move. By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. Information we collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The data we collect may include:

Identity details such as your name and, where needed, the names of people linked to the booking.
Contact details such as address, email address, and telephone number.
Service information such as pickup and delivery addresses, inventory lists, access instructions, moving dates, and special handling requirements.
Payment and billing data such as invoice details and records of transactions.
Communication records such as emails, messages, booking notes, and service-related correspondence.
Technical information if you contact us online, which may include limited device or usage data used for security and service improvement.

In some cases, we may process special category data only if you voluntarily provide it and only where it is necessary. For example, this may happen if you share information about access needs or mobility considerations. We will treat such information with extra care and only process it where permitted by law.

3. How we use your data

Man With Van South Kensington uses personal data for the following purposes:

To provide quotes, confirm bookings, and carry out moving services.
To communicate about appointments, changes, delays, or service requirements.
To manage payments, invoices, refunds, and account records.
To plan logistics, allocate staff, and arrange suitable vehicles and equipment.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.
To comply with legal and regulatory obligations, including tax and accounting requirements.
To resolve complaints, disputes, and service issues.

We do not sell personal data. We process it only for legitimate service, operational, and legal purposes.

4. Lawful basis for processing

We process personal data only when we have a lawful basis under data protection law. Depending on the context, our lawful bases include:

Contract

We process data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, and completing moving services.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests include operating efficiently, managing customer relationships, preventing fraud, and improving service quality.

Legal obligation

We process certain data to comply with legal obligations, such as accounting, tax, insurance, and record-keeping requirements.

Consent

In limited situations, we may rely on your consent, for example where you provide optional information not required for the service. If we rely on consent, you can withdraw it at any time.

5. Data sharing and processors

We may share personal data with trusted third parties that help us provide our services. These parties act as processors when they process data on our instructions, or as separate controllers where they determine their own processing purposes. Examples include:

Payment service providers that process card or bank-related transactions.
Accounting and invoicing processors that help manage financial records.
IT and cloud service providers that support secure storage, communication, and business systems.
Administrative support providers that assist with bookings, scheduling, and customer service.
Professional advisers such as insurers, legal advisers, or auditors, where necessary.

We require processors to handle personal data securely, only for agreed purposes, and in compliance with applicable data protection laws. Where data is shared with service partners for operational reasons, we limit disclosure to what is necessary.

6. International transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections. We only transfer data when necessary and when suitable protection is available.

7. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason it is held.

Booking and service records are typically kept for a reasonable period after the service is completed so we can manage enquiries, disputes, and follow-up matters.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be retained for customer service, contract management, and audit purposes.
Sensitive or unnecessary information is deleted or anonymised as soon as it is no longer needed.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

8. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to information on a need-to-know basis. However, no system is completely secure, and we cannot guarantee absolute protection.

9. Your rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to legal conditions and exemptions. They include:

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can request correction of inaccurate or incomplete data.
Right to erasure – you can ask us to delete data in certain circumstances.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to data portability – you can ask for certain data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests in certain cases.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Children’s data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect children’s personal data except where it is unavoidably included in service-related records, such as household arrangements. Where this occurs, we process the information only as necessary and in line with legal requirements.

11. Complaints

If you are concerned about how your personal data is handled, you may raise the issue with us so we can review it. You also have the right to complain to the UK supervisory authority for data protection matters if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. Any updated version will apply from the date it is published or otherwise made available. We recommend reviewing this policy periodically.

13. Summary of our commitment

Man With Van South Kensington is committed to processing personal data responsibly, transparently, and lawfully. We collect only what is needed, use it for clear service-related purposes, retain it for appropriate periods, and apply safeguards to protect it. We respect your rights and will respond to requests in accordance with applicable data protection law.