Man with Van West Kensington Privacy Policy

This Privacy Policy explains how Man with Van West Kensington collects, uses, stores, and shares personal data relating to customers and prospective customers in the West Kensington area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van West Kensington customers, and any individuals making enquiries or bookings, whose personal data is processed in connection with our man and van, moving, or related services in the West Kensington area. It covers data collected through telephone, messaging services, online enquiries, written correspondence, and any other method by which you communicate with us or use our services.

Personal Data We Collect

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

Identification and contact information, such as your full name, residential or business address, service address, delivery and collection addresses, and other location details provided for the move or transport service.

Communication details, including email communications, written correspondence, and details you provide in messages or phone calls regarding quotes, bookings, or service feedback.

Service and booking information, including requested dates and times, inventory or item descriptions, special handling instructions, access information for properties, and any notes required to deliver our services safely and efficiently.

Payment and transaction data, such as payment confirmations, amounts, dates of transactions, and associated billing details. We do not store full payment card details; payment processing is handled by secure third-party providers.

Technical or usage data, where applicable, such as date and time of enquiries, basic device or browser information used to contact us online, and records of your interactions with our booking or enquiry systems.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm a service, or provide feedback. This may include information you provide over the phone, in messages, or within online enquiry forms.

We may also receive personal data indirectly when a third party arranges a service on your behalf, for example a friend, family member, colleague, or business associate who supplies your contact details and address information for the purpose of organising a move or delivery.

Lawful Bases for Processing

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

Contract: We process your data when it is necessary to provide a quote, prepare a booking, deliver our man and van services, or manage any contract we have with you, including handling payments, communications, and service-related logistics.

Legitimate interests: We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include improving our services, managing our operations, keeping appropriate records, handling complaints, and protecting our business from fraud or misuse.

Legal obligation: We may process and retain certain data when it is necessary to comply with legal or regulatory requirements, including accounting, taxation, and record-keeping obligations.

Consent: In limited circumstances, we may rely on your explicit consent, for example if we wish to use your details for optional marketing. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data to provide, manage, and improve our services to you. This includes assessing your requirements and preparing quotations, scheduling and confirming bookings, communicating before, during, and after your move or transport service, and arranging safe and efficient collection and delivery of your items.

We also use your data to process payments and issue invoices or receipts, maintain internal records of jobs completed or scheduled, respond to queries, complaints, or disputes, and manage our relationship with you as a customer or prospective customer.

Where appropriate, we may use your data to improve our operational procedures, train staff, and ensure that our vehicles and team are properly prepared for each job. We may also use anonymised or aggregated information derived from your data for analytical or statistical purposes that do not identify you personally.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These include payment processing providers, IT and cloud service providers used to store records or manage communications, and professional service providers such as accountants or business advisers who may need access to limited customer data for regulatory and reporting purposes.

Where we engage data processors, they are only permitted to process your personal data in accordance with our instructions and for the specific purposes described in this Privacy Policy. We require all processors to implement appropriate technical and organisational measures to protect your data and to comply with data protection law.

We may also share data with third parties where required by law, to respond to legal requests from authorities, or to establish, exercise, or defend legal claims. In limited circumstances, for example if a third party has booked a service involving your property or items, we may share necessary operational details with them where this is required to fulfil the service safely and efficiently.

International Data Transfers

Our core services are intended for customers in the West Kensington area and we seek to store personal data within the United Kingdom or other jurisdictions that provide an adequate level of data protection. If we ever need to transfer your personal data outside the United Kingdom, we will take appropriate steps to ensure that equivalent protections are in place, such as standard contractual clauses or other safeguards recognised by data protection law.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including providing our services, maintaining accurate records of jobs carried out, handling any complaints or disputes, and meeting our legal and regulatory obligations.

In general, booking and transaction records may be kept for a number of years to comply with tax and accounting requirements. Enquiry information that does not lead to a booking may be retained for a shorter period, sufficient to manage follow-up communications and internal analysis. When data is no longer required, we will securely delete or anonymise it.

Data Security

We take data security seriously and implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include restricted access to systems, secure storage of records, and staff awareness of data protection responsibilities.

While we strive to safeguard your data, no system can be completely secure. You are encouraged to avoid sending unnecessary sensitive information in open communications and to notify us promptly if you suspect any misuse of your personal data in connection with our services.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van West Kensington customers whose data we process in the West Kensington area, subject to certain legal limitations and exemptions.

You have the right to request access to the personal data we hold about you and to receive a copy of that data. You can also request that we correct any inaccurate or incomplete data.

You may request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

You have the right to ask us to restrict the processing of your personal data in certain situations, and the right to object to processing based on our legitimate interests. Where we process data for direct marketing purposes, you can object at any time.

Where processing is based on consent or performed by automated means for the purpose of a contract, you may have the right to request data portability, meaning you can receive your personal data in a structured, commonly used, machine-readable format and ask us to transmit it to another controller where technically feasible.

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 your usual communication channels for Man with Van West Kensington. We will respond to your request in accordance with applicable data protection law.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we have used your data. We would encourage you to contact us first so that we have an opportunity to address your concerns directly.

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 protection practices. Any changes will be made available through our usual customer communication channels or service information. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.