Man with Van South Kensington Privacy Policy

This Privacy Policy explains how Man with Van South Kensington collects, uses, stores and shares personal data when you use our services. It applies to all Man with Van South Kensington customers and prospective customers in the South Kensington area, including individuals and businesses who request a quotation, make a booking, or otherwise interact with us.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation GDPR, the Data Protection Act 2018, and any other applicable data protection laws.

Personal data we collect

We may collect and process different types of personal data depending on how you interact with us and which services you use. This may include:

Identification and contact details such as your name, address, collection and delivery addresses, contact preferences and any other details you provide when you contact us.

Booking and service information such as details of your move or transport requirements, property access details, inventory or description of items to be moved, preferred dates and times, and any specific instructions you share with us.

Payment and billing information such as billing address, payment method details, and records of payments made and amounts due. Card information is only processed by secure payment providers where applicable and is not stored by us in full.

Communication records such as emails, contact form submissions, and notes made during telephone calls or messages relating to quotations, bookings, feedback, or complaints.

Technical and usage information where applicable such as basic device or browser information, date and time of visits to our website, and pages viewed. This may be collected using cookies or similar technologies where legally permitted and in line with any cookie notices we provide.

Any other information you choose to provide such as feedback, reviews, or additional instructions necessary to deliver our services safely and effectively.

How we use your personal data and lawful bases

We process your personal data only when we have a lawful basis to do so under GDPR. Depending on the context, we use your data for the following purposes and lawful bases:

To provide quotations and respond to enquiries. When you request a quote or contact us with a question, we use your contact details and service information to prepare and send you a quotation, answer your questions, and follow up where appropriate. The lawful basis is our legitimate interests in responding to potential customers and, where a quote relates directly to a service you have requested, taking steps at your request prior to entering into a contract.

To perform a contract and deliver our services. When you book a service, we process your personal data to confirm your booking, plan and manage the move or transport, allocate staff and vehicles, and carry out the work you have requested. The lawful basis is performance of a contract and taking steps at your request before entering into a contract.

To manage payments and billing. We use your data to issue invoices, process payments through secure payment providers, maintain accounting records, and handle any queries regarding charges. The lawful basis is performance of a contract and compliance with our legal obligations relating to tax and accounting.

To manage customer relationship and support. We may contact you regarding changes to your booking, service updates, feedback requests, and to handle complaints or disputes. The lawful basis is performance of a contract and our legitimate interests in maintaining high standards of customer service and improving our services.

To meet legal and regulatory obligations. We may process and retain some personal data for compliance with legal requirements such as tax laws, insurance obligations, or to respond to lawful requests from authorities. The lawful basis is compliance with a legal obligation.

To protect our rights and prevent misuse. We may process your data to prevent fraud, misuse of our services, or to establish, exercise or defend legal claims. The lawful basis is our legitimate interests in protecting our business and legal rights.

To send marketing communications where permitted. We may occasionally use your contact details to send you information about related services or special offers that may be of interest to you. We will only do so where we have your consent or where the law allows us to rely on our legitimate interests. You can opt out of marketing at any time.

Data sharing and processors

We do not sell your personal data. We may share your data only where necessary and appropriate:

Service providers and data processors. We may use carefully selected third-party providers to help us operate our services, such as IT and hosting providers, payment processors, accounting or bookkeeping services, and communication tools. These providers act as data processors and are only permitted to process your personal data on our instructions and for the purposes described in this Privacy Policy. They are required to protect your data and maintain confidentiality.

Operational partners. Where necessary to fulfil your booking, we may share limited information with operational partners or subcontracted drivers and movers, such as your name, contact details, addresses, and service details, so that they can carry out the work safely and efficiently. Any such sharing is strictly limited to what is required to perform the contract.

Professional advisers. We may share personal data with professional advisers such as insurers, lawyers, or accountants where required for insurance, legal advice, dispute resolution, or auditing purposes and subject to duties of confidentiality.

Authorities and law enforcement. We may disclose your personal data where we are required to do so by law or where disclosure is necessary to protect our rights, the rights of our customers, or the safety of others.

In all cases, we limit the data shared to what is necessary for the relevant purpose and ensure appropriate safeguards are in place.

Data retention

We keep your 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.

As a general guideline:

Enquiry and quotation data that does not lead to a booking may be retained for a limited period to respond to any follow-up questions and to analyse demand for our services.

Booking and service records, including related contact details and invoices, are typically retained for several years to comply with tax, accounting, and insurance obligations and to manage any potential disputes or claims.

Marketing contact details are retained for as long as you remain subscribed or until you opt out of receiving such communications.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

International transfers

Where personal data is processed or stored outside the United Kingdom or European Economic Area by our service providers, we will ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or equivalent legal mechanisms, so that your data continues to be protected in line with applicable data protection laws.

Security of your personal data

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include restricted access controls, secure storage, encryption or pseudonymisation where appropriate, staff training, and regular review of our security practices.

However, no method of transmission over the internet or method of electronic storage can be guaranteed as completely secure. While we take reasonable steps to protect your data, you are responsible for ensuring that any communication you send to us is transmitted securely.

Your data protection rights

Under GDPR and applicable data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These include:

Right of access. You have the right to request confirmation as to whether we process your personal data and to obtain a copy of that data, together with information about how we use it.

Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.

Right to restriction of processing. You may request that we restrict the processing of your data in certain situations, such as where you contest the accuracy of the data or object to our processing.

Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. You also have the right to object at any time to the processing of your personal data for direct marketing.

Right to data portability. Where our processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdrew consent.

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

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 updates will be effective from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

By using the services of Man with Van South Kensington after any changes to this Privacy Policy take effect, you acknowledge the updated terms.