Man with Van South Kensington Privacy Policy

This Privacy Policy explains how Man with Van South Kensington collects, uses, stores and protects personal data relating to customers and prospective customers in the South Kensington area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Policy applies to all Man with Van South Kensington customers and users of our services within the South Kensington area.

Data Controller

For the purposes of applicable data protection law, Man with Van South Kensington is the data controller of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you use our services in the South Kensington area.

Personal Data We Collect

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

Identification and contact details: name, address, service addresses for collection and delivery, postcode, and other contact details such as your preferred contact method.

Booking and service information: dates and times of moves or deliveries, property access details you choose to share, inventory details you provide, and any special instructions or notes relevant to the service.

Communication records: information included in enquiries, messages, and other correspondence you send to us, as well as our responses and internal notes relating to your enquiry or booking.

Payment and transaction data: records of payments for our services, such as amounts, dates and payment status. We do not store full payment card numbers; these are processed by secure third party payment processors.

Technical and usage data: limited technical information that may be collected when you use our website or online forms, such as date and time of access and basic device or browser information. We do not intentionally collect more information than necessary for the proper functioning and security of our website and services.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the context, we rely on one or more of the following lawful bases:

Performance of a contract: to take steps at your request before entering into a contract and to perform our contract with you. This includes handling enquiries, providing quotations, scheduling and delivering man and van services, and managing your bookings.

Legitimate interests: to pursue our legitimate interests where your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, responding to queries and complaints, ensuring the security of our systems, and maintaining appropriate records.

Legal obligations: to comply with legal and regulatory obligations, including accounting, tax, and record keeping requirements, and responding to lawful requests from competent authorities.

Consent: in limited circumstances where we ask for your consent, for example for certain types of direct marketing or optional communications. Where processing is based on consent, you have the right to withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries: to respond to your queries about our services, prices, availability, and any other requests you make.

To provide services: to plan, manage and deliver man and van services, including managing bookings, communicating with you about dates, times and access, and handling changes, cancellations and follow-up.

To manage customer relationships: to keep records of interactions with you, manage complaints, address feedback and maintain accurate and up to date customer information.

To process payments and invoices: to process payments for services provided, issue invoices and keep accounting and financial records as required by law.

To improve our services: to review service performance, enhance efficiency, train staff, and improve the quality, safety and reliability of our services.

To protect our business: to prevent and detect fraud or misuse of our services, defend legal claims, and protect our rights, property and safety, as well as those of our staff and customers.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as our data processors or independent data controllers, where necessary for the purposes described above. These may include:

Service providers: third party service providers who assist with our operations, such as information technology support, secure data storage, customer relationship tools, and digital communication tools.

Payment processors: third party payment providers who process payments on our behalf in a secure manner. These processors handle your payment card details in accordance with applicable standards and do not share full card information with us.

Professional advisers: accountants, legal advisers and other professional service providers who require access to relevant records in order to provide their services to us.

Public authorities and regulators: where required by law, valid legal process or regulatory request, or where necessary to establish, exercise or defend legal claims.

Whenever we use data processors, we ensure they are bound by written contracts requiring them to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws.

International Transfers

Where possible, we seek to keep your personal data within the United Kingdom or the European Economic Area. If your data is transferred to or accessed from a country outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your personal data in accordance with applicable law.

Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements. In general:

Enquiry records: basic enquiry details may be retained for a limited period to respond to your request and to manage any follow up.

Customer and booking records: records relating to bookings, services provided, and payments are usually kept for the duration of our relationship with you and for a further period required by tax and accounting rules or to handle potential disputes.

Marketing and communication preferences: records of your marketing preferences and consent are retained for as long as needed to demonstrate compliance with applicable laws or until you update or withdraw your consent.

When your personal data is no longer required for these purposes, it will be securely deleted, anonymised or archived in a way that prevents further use.

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 access controls, secure storage, limiting access to personal data to those who need it for their role, and regular review of our security arrangements. While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exceptions, you may be entitled to:

Right of access: obtain confirmation as to whether we process your personal data and receive a copy of the personal data we hold about you.

Right to rectification: request that inaccurate or incomplete personal data be corrected or updated.

Right to erasure: request deletion of your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose and we have no legal obligation to retain it.

Right to restriction of processing: request that we limit the processing of your personal data in certain circumstances, such as where you contest its accuracy or object to processing.

Right to data portability: receive your personal data in a structured, commonly used and machine readable format and transmit it to another controller, where the processing is based on consent or contract and carried out by automated means.

Right to object: object to processing of your personal data where we rely on legitimate interests, including for direct marketing. We will stop processing your data for such purposes unless we have compelling legitimate grounds to continue or we are required to do so by law.

Right to withdraw consent: where processing is based on your consent, you can withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom, this is generally the Information Commissioner's Office.

Privacy Policy Scope and Changes

This Privacy Policy applies to all Man with Van South Kensington customers and prospective customers in the South Kensington area who use or enquire about our services, whether by telephone, online or through other communication channels.

We may update this Privacy Policy from time to time to reflect changes in our services, data protection practices, or legal requirements. Any changes will be effective when we publish the updated version. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.