Privacy Policy - Man With Van Knightsbridge

This Privacy Policy explains how Man With Van Knightsbridge collects, uses, stores, shares, and protects personal data when providing removal, delivery, and related moving services. It applies to all Man With Van Knightsbridge customers in the area, including individuals, households, and business clients who engage our services or interact with us in connection with a booking, quotation, inquiry, or service delivery.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand your rights, our responsibilities, and the lawful reasons for processing personal data.

1. Personal data we collect

We collect only the information necessary to arrange, carry out, and manage our services. Depending on the nature of your interaction with us, we may collect the following categories of data:

Identity details: name, title, and where relevant, company name.
Contact details: address, email address, and telephone number.
Service information: moving dates, collection and delivery addresses, access details, item lists, and special instructions.
Payment and billing information: payment status, invoice details, and transaction-related records.
Communication records: emails, messages, notes from phone calls, and booking correspondence.
Operational data: service preferences, claims information, and records of any complaints or issues.
Technical data: limited information such as website usage logs or device information, where relevant to security or performance.

In some circumstances, we may also receive information from third parties, such as a person making a booking on your behalf, a property manager, or another service provider assisting with the move.

2. How we use your personal data

We use personal data to provide a safe, efficient, and professional service. The main purposes include:

processing enquiries and quotations;
confirming bookings and managing schedules;
planning and delivering moving and transport services;
communicating about service changes, access requirements, or delays;
issuing invoices and managing payments;
handling complaints, disputes, or insurance-related matters;
maintaining business records and improving service quality;
protecting our business, staff, and customers from fraud or misuse;
meeting legal, tax, and regulatory obligations.

We will only use your data in ways that are compatible with the original purpose for which it was collected, unless we reasonably determine another lawful basis applies.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, Man With Van Knightsbridge relies on one or more of the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming services, carrying out the move, and managing payment or service-related communications.

Legal obligation

We may process personal data where required to comply with legal obligations, including tax recordkeeping, accounting duties, insurance requirements, and responses to lawful requests from authorities.

Legitimate interests

We may process information where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, fraud prevention, record management, improving operations, and limited internal analysis.

Consent

In limited cases, we may rely on your consent, for example where optional marketing communications or non-essential processing requires it. Where consent is used, you may withdraw it at any time.

4. Sharing personal data and processors

We may share personal data with trusted third parties who help us operate our services. These parties act either as independent controllers or as processors acting on our instructions.

Typical processors and service providers may include:

payment processors for taking and reconciling payments;
accounting and bookkeeping providers for financial administration;
IT and cloud storage providers for secure data hosting and communication systems;
customer management tools used for scheduling and service coordination;
professional advisers such as legal, insurance, or compliance advisers when necessary;
subcontracted operational partners who assist with parts of a move under our control.

All processors are required to protect personal data, act only on our instructions, and implement appropriate technical and organisational security measures. We do not sell personal data.

We may also disclose data where required by law, by a court order, or to protect the rights, safety, or property of our customers, staff, or business.

5. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of record and the legal basis for processing.

Booking and service records: retained for a reasonable period after service completion to handle queries, claims, or disputes.
Financial records: retained for the period required by tax and accounting law.
Communication records: retained for operational and evidential purposes where needed.
Claims or complaint files: retained until the matter is resolved and any limitation period has expired.

When data is no longer required, we will delete, anonymise, or securely destroy it. Retention is limited to what is necessary and proportionate.

6. International transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to keep your information secure and protected.

7. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality requirements, and limited access to personal data on a need-to-know basis.

While we take data security seriously, no system can be guaranteed completely secure. If we identify a personal data breach that presents a risk to your rights and freedoms, we will respond in accordance with applicable law.

8. Your rights under GDPR

You have a number of rights in relation to your personal data, subject to legal limits and exemptions. These rights include:

Right of access: you may request confirmation of whether we process your personal data and receive a copy of it.
Right to rectification: you may request correction of inaccurate or incomplete data.
Right to erasure: you may request deletion of data where there is no lawful reason for continued processing.
Right to restriction: you may ask us to limit processing in certain circumstances.
Right to data portability: where applicable, you may request that we provide your data in a structured, commonly used format.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request using the details provided in our service communications or internal records. We may need to verify your identity before responding. We aim to respond within the statutory timeframe.

9. Marketing communications

We do not send unnecessary marketing messages. If we do send optional updates or promotional material, we will do so only where permitted by law, and you can opt out at any time. Any marketing preference will be respected promptly.

10. Children???s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a move arranged by an adult customer, such as household details. Where such data is collected, it is handled carefully and only to the extent necessary to provide the service.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service practices. Any updated version will apply from the date it is made effective. We encourage customers to review the policy periodically so they remain informed about how we use personal data.

12. Summary of our commitments

Man With Van Knightsbridge will only collect personal data that is relevant and necessary for our services. We will process it lawfully, fairly, and transparently; keep it secure; share it only where needed; retain it only as long as required; and respect your GDPR rights.

By using our services, customers in the Knightsbridge area acknowledge that their personal data may be processed in accordance with this Privacy Policy and applicable data protection law.