Privacy Policy
Man with Van South Kensington Privacy Policy
This Privacy Policy explains how Man with Van South Kensington collects, uses, stores and protects personal data in connection with the provision of man and van and related moving services. 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 prospective customers in the South Kensington area.
Data Controller
For the purposes of data protection law, Man with Van South Kensington is the data controller in relation to the personal data it collects and processes about you. This means we decide how and why your personal data is used in connection with our services.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:
Identification and contact details: name, address, collection and delivery addresses, contact details such as telephone number and any other details you choose to provide when you contact us or make a booking.
Service and booking details: information about the services you request or receive from us, preferred dates and times, access information for properties, details about items to be moved, special handling instructions, and related correspondence.
Payment and billing data: information necessary to process payments and issue invoices, such as billing address and payment-related details. Where we use third party payment processors, your full payment card data is typically collected and processed directly by them.
Communication data: information you provide when you contact us by phone, online forms, or other communication channels, including enquiries, feedback, and complaints.
Technical and usage data: limited technical data generated when you visit our website or online booking tools, such as IP address, browser type, pages visited, and the date and time of access, where this is required for security, functionality or basic analytics.
How We Collect Your Data
We collect personal data in several ways, including:
Directly from you when you request a quote, make a booking, contact us with an enquiry, provide instructions for a move, or otherwise communicate with us.
Automatically when you visit our website or interact with our online tools, for example basic technical information needed to operate and secure the website.
From third parties where this is necessary to provide our services, such as referral partners, property managers, or platforms that you use to request man and van services, where this is consistent with data protection law.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the specific processing activity, we rely on one or more of the following lawful bases:
Contract: we process your personal data where it is necessary to enter into or perform a contract with you, for example to provide man and van services, issue quotes, manage bookings, process payments, and communicate with you regarding your move.
Legal obligation: we process personal data where this is necessary to comply with legal and regulatory obligations, such as tax and accounting requirements, record keeping duties, and responding to lawful requests from public authorities.
Legitimate interests: we process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries, preventing fraud and misuse of our services, maintaining security, and pursuing or defending legal claims.
Consent: in limited circumstances, we may rely on your consent, for example for certain types of optional communications or analytics that are not strictly necessary. Where we rely on consent, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our man and van services, including arranging and carrying out moves, handling your instructions, and managing access at collection and delivery addresses.
To respond to your enquiries, provide quotes, confirm bookings, and communicate with you about the status of your service.
To process payments, issue invoices and receipts, manage accounts, and maintain accurate financial records.
To manage our relationship with you, including customer service, complaint handling, and gathering feedback to improve our services.
To operate, maintain, and improve our website, online booking tools, and internal systems, including security and troubleshooting.
To comply with legal and regulatory obligations, including record keeping, tax, and responding to lawful requests.
To protect our business, staff, and customers, for example by preventing fraud, misuse or security incidents, and by pursuing or defending legal claims.
Data Sharing and Processors
We may share your personal data with carefully selected third parties where this is necessary for the purposes set out in this Privacy Policy and where they act as data processors on our behalf. These may include:
IT and system providers that host or support our website, booking systems, and communication tools.
Payment processors that handle card payments or other payment methods securely on our behalf.
Professional advisers such as accountants, legal advisers, or consultants providing services to our business.
Other suppliers or subcontractors involved in delivering our services, for example additional drivers or partner companies, where they need access to relevant information to complete your move.
Where we use data processors, they are required to process personal data only on our instructions, to keep it secure, and to comply with data protection law.
We may also share personal data with public authorities, regulators, law enforcement or courts where we are required to do so by law or where it is necessary to protect our legal rights or the rights of others.
International Transfers
Our primary processing of customer data is intended to take place within the United Kingdom or other territories that provide an equivalent level of data protection. If we ever need to transfer personal data to a country that does not provide an equivalent level of protection, we will implement appropriate safeguards in accordance with data protection law, such as standard contractual clauses or other recognised mechanisms, and will take steps to ensure that your rights remain protected.
Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting, or reporting requirements.
Service and booking records are typically retained for a period that allows us to manage our contractual relationship, handle any complaints or disputes, and comply with tax and accounting obligations. After the relevant retention period expires, we will either delete or anonymise your personal data so that it can no longer be associated with you.
In determining appropriate retention periods, we consider factors such as the nature and sensitivity of the data, the purposes for which we process it, the potential risk of harm from unauthorised use or disclosure, and applicable legal requirements.
Security of Your Data
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include secure storage, access controls, and staff awareness. However, no transmission of information over the internet can be guaranteed to be completely secure, and you share information with us at your own risk.
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 customers and prospective customers of Man with Van South Kensington in the South Kensington area, subject to any limitations set out in law. Your rights include:
Right of access: you can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with certain information about how it is processed.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure: in certain circumstances, you can request that we delete or remove your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to data portability: in some cases, you can request that we provide you with your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where this is 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 on that basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Rights in relation to consent: where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.
Exercising Your Rights and Contact
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 website or through the usual communication channels you use with Man with Van South Kensington.
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 opportunity to address your concerns directly 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 data protection practices. Any changes will be posted in the latest version of this policy, and the updated policy will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
