Privacy Policy - Man And Van South Kensington

This Privacy Policy explains how Man And Van South Kensington collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man And Van South Kensington customers in area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with us in relation to our transport and removals services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have regarding your data.

1. Data We Collect

We only collect personal data that is necessary for operating our services, managing customer relationships, and meeting legal obligations. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking information such as requested dates, property details, item lists, access notes, and service preferences.
Payment information such as transaction records, invoicing details, and payment confirmation. We do not store unnecessary card details where payment services are handled by third parties.
Communication records including emails, call notes, messages, complaints, and any correspondence related to your booking or enquiry.
Service history such as previous jobs, quoted services, special instructions, and customer support records.
Technical data where applicable, including limited information such as device type, browser information, or general usage logs if you interact with our digital systems.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless there is another lawful basis allowing us to process it. If such data is ever provided incidentally, we handle it with heightened care and only for the purpose for which it was supplied.

2. How We Use Your Data

We use your personal data to provide efficient, reliable, and safe services. The main purposes for processing include:

responding to enquiries and providing quotations;
arranging and delivering removals, collection, and transport services;
managing bookings, schedules, access arrangements, and job planning;
processing payments, invoices, and account records;
communicating service updates or changes;
handling complaints, claims, and customer service requests;
maintaining business records and legal compliance;
protecting our business, staff, customers, and property from fraud or misuse.

We may also use limited information to improve our services, train staff, and assess operational performance. Where possible, we rely on aggregated or anonymised information for analysis.

3. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis for processing personal data. Depending on the circumstances, we rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering moving services, issuing invoices, and managing job-related communication.

Legal Obligation

We may process and retain certain information to comply with legal, tax, accounting, or regulatory obligations. For example, we may keep financial records for the required statutory period.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided those interests are not overridden by your rights and freedoms. This may include managing customer enquiries, maintaining service records, preventing fraud, improving operations, and resolving disputes.

Consent

In limited circumstances, we may rely on your consent, for example where it is appropriate to contact you for optional marketing communications or to process information you have voluntarily supplied for a specific purpose. Where consent is used, you may withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal and business requirements. Retention periods depend on the type of data and the context in which it was obtained.

Quotation and enquiry records are typically retained for a reasonable period to manage follow-up, customer service, and record-keeping.
Booking and service records may be retained for contractual, operational, and dispute resolution purposes.
Financial and tax records are retained for the period required by law.
Complaint and claims records may be retained longer where necessary to defend legal rights or comply with obligations.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, data may be stored in backup systems for a limited period before being overwritten, subject to normal security controls.

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only permitted to use your data according to our instructions and for the services they provide to us. Such processors may include:

payment service providers;
accounting and bookkeeping providers;
IT support and software hosting providers;
communication tools used for email, messaging, or scheduling;
professional advisers such as lawyers, insurers, or auditors;
subcontracted service providers involved in carrying out a booked job, where needed.

We only share the minimum amount of data required for the relevant purpose. All processors are expected to maintain appropriate confidentiality, security, and data protection standards.

We may also disclose personal data where required by law, court order, regulatory authority, or to protect the rights, property, or safety of our business, customers, staff, or others. We do not sell personal data.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data sharing.

While we work to protect your data, no system can be guaranteed completely secure. If a personal data incident occurs, we will respond in accordance with applicable law and, where required, notify relevant authorities and affected individuals.

7. Your Rights

You have a number of rights regarding your personal data under UK GDPR. These rights may be subject to legal limits, but we will always assess and respond to requests fairly.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in specific situations.
Right to data portability – you may request data you provided to us in a portable format, where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – if processing relies on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. This is to protect your privacy and prevent unauthorised disclosure.

8. International Transfers

In some cases, processors or service providers may store or access data outside the United Kingdom. If this happens, we will ensure that appropriate safeguards are in place, such as recognised transfer mechanisms and contractual protections, so that your data remains protected in line with UK GDPR requirements.

9. Children’s Data

Our services are intended for adults and business users arranging removals or transport services. We do not knowingly collect data from children for marketing or service delivery purposes. If we become aware that we have collected personal data from a child without appropriate authority, we will take steps to delete it or handle it lawfully.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

We are committed to using personal data fairly, lawfully, and transparently. For Man And Van South Kensington, customer data is collected only where necessary to provide services, manage business operations, and comply with legal requirements. We retain information for appropriate periods, use trusted processors under strict controls, and respect your rights under data protection law. Our approach is designed to keep your information secure and to ensure that all processing is proportionate, purpose-limited, and accountable.