Man and Van West Kensington Privacy Policy

This Privacy Policy explains how Man and Van West Kensington collects, uses, stores, and protects your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. It applies to all Man and Van West Kensington customers and prospective customers within the West Kensington area and any individuals who contact or interact with our services.

1. Data Controller

For the purposes of data protection law, Man and Van West Kensington is the data controller in respect of the personal information we collect and process about you. This means we determine the purposes and means by which your personal data is processed.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our man and van and related services. The types of information we may collect include:

Identification and contact details such as name, address, service address, billing address, and general location information within the West Kensington area.

Communication details such as your preferred contact method and the content of communications you send to us, including enquiries, booking requests, and feedback.

Service details such as dates and times of bookings, collection and delivery addresses, access information for premises, details of items to be moved, and any special service requirements you inform us about.

Payment and transaction information such as records of services purchased, amounts charged, payment status, and basic billing records. We do not store full card details; these are handled by our chosen payment processor where applicable.

Technical and usage information such as basic device or browser information, and how you interact with our website or online forms, where relevant and to the extent permitted by applicable law.

Any other information you choose to provide such as additional instructions, notes relevant to the move, or information provided when you request a quote.

3. How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, ask us to provide a service, or communicate with us by any means. We may also receive information from third parties where you have arranged for another person or business to book services on your behalf, or where a third party refers you to us with your permission.

4. Lawful Basis for Processing

We rely on the following lawful bases for processing your personal data under UK GDPR:

Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes arranging, managing, and delivering man and van services, handling payments, and communicating with you about your booking.

Legitimate interests: We process certain data to pursue our legitimate business interests, provided these are not overridden by your rights and interests. This includes managing our operations, improving our services, keeping appropriate records, preventing fraud, and handling customer enquiries or complaints.

Legal obligations: We may process your personal data when necessary to comply with our legal and regulatory obligations, such as tax and accounting requirements, and responding to lawful requests from authorities.

Consent: In some cases, we may rely on your consent, for example for certain types of marketing communications where required by law. Where we rely on consent, you can withdraw it at any time.

5. Purposes for Which We Use Your Data

We use your personal information for the following purposes:

To provide, manage, and complete man and van services you request, including scheduling, route planning, and delivery.

To communicate with you about quotes, bookings, changes to services, and after-service follow up.

To manage payments, invoices, and accounting records.

To respond to your questions, requests, or complaints.

To manage our relationship with you, including customer service and feedback.

To maintain the security of our operations, vehicles, staff, and property.

To comply with applicable laws, regulations, and reporting obligations.

To improve our services and operations, including internal analysis and quality control.

6. Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These include:

Payment and financial service providers who process card transactions and other payments.

IT and system support providers who host or maintain our digital systems, booking tools, or communication platforms.

Professional advisers such as accountants or legal advisers, where necessary for business administration or legal advice.

Operational partners to the extent necessary to provide the requested service, for example where we need additional vehicles or support staff to complete your move.

Public authorities or law enforcement agencies where we are required to do so by law or to protect our legal rights.

All data processors acting on our behalf are required to process your personal data only in accordance with our instructions, keep it secure, and comply with applicable data protection law.

7. Data Retention

We keep your personal data only for as long as is necessary for the purposes set out in this Privacy Policy, and to comply with legal, accounting, and reporting requirements.

In general, we retain booking and transaction records for a period consistent with our legal obligations and business needs, after which they will be securely deleted or anonymised.

Contact details used for ongoing enquiries or prospective bookings may be kept for a reasonable period to allow us to manage your requests and our relationship with you.

Where we rely on your consent for processing, and you withdraw that consent, we will stop processing your data for that specific purpose and will delete or anonymise the data, unless we need to retain it for other lawful reasons.

8. International Transfers

Our primary operations and data storage are intended to remain within the UK or the European Economic Area. If it is necessary to transfer your personal data outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms, to protect your data and ensure it remains subject to equivalent levels of protection.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure storage, staff awareness, and periodic review of our security practices. While we work to protect your personal data, no transmission or storage system can be guaranteed as completely secure.

10. Your Data Protection Rights

Under UK data protection law, you have various rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:

Access your personal data and receive information about how we process it.

Rectify inaccurate or incomplete personal data.

Erase your personal data where there is no longer a lawful basis for us to continue processing it.

Restrict the processing of your personal data in certain circumstances.

Object to processing that is based on our legitimate interests, including profiling, where applicable.

Withdraw consent where we rely on consent for processing, without affecting the lawfulness of processing before withdrawal.

Request the transfer of your personal data to you or to another controller, where technically feasible and applicable.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can attempt to resolve your concerns.

11. Children

Our services are not directed at children, and we do not knowingly collect personal data relating to individuals under the age of 18, except where involved as part of a household move and with the consent of the responsible adult customer.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will be made available through our usual communication channels and will apply from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

13. Contact and Queries

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise your data protection rights, you can contact Man and Van West Kensington using our usual contact methods. We will respond to your request as soon as reasonably possible and within the time limits set by applicable data protection law.