Privacy Policy for Man and a Van South Kensington
This Privacy Policy explains how Man and a Van South Kensington collects, uses and protects personal data for customers and prospective customers in the South Kensington area. It is designed to comply with the UK General Data Protection Regulation and related data protection laws. By using our services, requesting a quote, or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all individual customers, prospective customers and website users located in the South Kensington area who engage with Man and a Van South Kensington for man and van, removals, or related services. It covers personal data collected online and offline, including through telephone enquiries, booking forms, in-person consultations, and any digital communication channels we use.
Personal Data We Collect
We collect only the personal data that is necessary to provide our services and to manage our business. The categories of personal data we may collect include:
Identification and contact data such as full name, address, service addresses for collection and delivery, and any other contact details that you choose to provide so we can communicate with you about your booking.
Service and booking data such as details of the services requested, inventory or item descriptions where relevant to the move, preferred dates and times, access information for properties, and notes related to the performance of the service.
Communication data such as records of communications between you and Man and a Van South Kensington, including enquiries, quotes, booking confirmations, feedback and any complaints or disputes.
Payment-related data such as payment confirmations and transaction details necessary for accounting and record keeping. We do not store full payment card details. Where online or card payments are used, they are processed by third-party payment processors who operate their own secure systems.
Technical and usage data such as basic information about how you interact with our website or digital services, including date and time of visits, pages viewed and general device information, to help us improve the user experience and ensure website security.
How We Collect Your Data
We may collect personal data directly from you when you contact us to request a quote or make a booking, when you provide details during the performance of services at your property or workplace, when you interact with our website or any online forms, and when you communicate with us by phone, text, or other communication channels.
We may also collect personal data indirectly where another person arranges services on your behalf, for example a family member, landlord, agent or business colleague. In such cases, they are responsible for ensuring that you are aware that your personal data has been shared with us.
Lawful Basis for Processing
Man and a Van South Kensington only processes personal data where there is a lawful basis under the UK GDPR. The main lawful bases we rely on are:
Contract. We process your personal data to enter into and perform a contract with you, including providing quotes, confirming bookings, performing moving and transport services, issuing invoices, and managing any after-service support.
Legal obligation. We may process and retain certain personal data to comply with legal and regulatory obligations, for example for tax, accounting and record-keeping requirements.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where these are not overridden by your rights and interests. This may include improving our services, managing our operations, preventing fraud, securing our systems, and handling queries and disputes.
Consent. In limited cases, we may rely on your explicit consent, for example for certain types of marketing communications. Where consent is the basis, you can withdraw it at any time by contacting us using the contact details provided on our website or other materials.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including preparing quotes, confirming bookings, carrying out removals and transport services, and communicating with you about your move or delivery.
To manage customer relationships, including responding to enquiries, handling feedback or complaints, and providing after-service support.
To manage our business operations, including internal administration, accounting, financial reporting and auditing.
To ensure safety and security, including protecting property and goods during moves, verifying addresses where appropriate, and preventing misuse of our services.
To improve our services, including analysing common requests, improving scheduling and logistics, and enhancing customer experience.
Where permitted, to send you information about our services that may be of interest to you, and to maintain suppression lists to ensure we respect requests not to receive marketing communications.
Data Retention
Man and a Van South Kensington keeps personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements.
Booking and service records are generally retained for a period that allows us to address any queries, complaints or legal claims relating to the services provided and to meet our legal retention obligations.
Financial and transaction data are kept for the periods required by tax and accounting laws.
Where personal data is no longer needed, we will take reasonable steps to delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.
Data Processors and Third Parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your personal data in accordance with our instructions and must provide appropriate security measures.
Examples of data processors we may use include payment processing providers to handle card or online payments, providers of booking, scheduling or customer management systems, external accountants or bookkeeping services who process financial records, and IT and hosting providers who support our website and business systems.
Where we use processors, we put in place written agreements requiring them to keep your data secure, to use it only for specified purposes, and to delete or return the data when their services to us end, in accordance with data protection law.
We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.
International Transfers
If any of our data processors or service providers are located outside the United Kingdom or European Economic Area, or store data in other jurisdictions, we will take appropriate steps to ensure that your personal data receives an adequate level of protection. This may include using standard contractual clauses or relying on other safeguards recognised by applicable data protection laws.
Data Security
We take reasonable and proportionate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those staff and processors who need it for their role, using appropriate security controls on our devices and systems, and maintaining procedures for data backup and recovery.
Your Data Protection Rights
Under the UK GDPR, individuals have a number of rights in relation to their personal data. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and receive a copy of the data we hold about you.
Request correction of any inaccurate or incomplete personal data.
Request erasure of your personal data where there is no good reason for us to continue processing it.
Object to the processing of your personal data where we are relying on legitimate interests and you believe your rights override our interests.
Request restriction of processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.
Request the transfer of your personal data to you or to a third party where technically feasible.
Withdraw consent where we rely on your consent to process personal data, without affecting the lawfulness of processing based on consent before its withdrawal.
To exercise any of your rights, please contact us using the contact details displayed on our website or other business documentation. We may need to verify your identity before responding to certain requests, and we will respond within the timeframes set by law.
Complaints
If you have concerns about how Man and a Van South Kensington handles your personal data, we encourage you to contact us first so we can try to resolve the issue directly. You also have the right to lodge a complaint with the relevant supervisory authority responsible for data protection in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Updated versions will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
