Privacy Policy

Man With a Van South Kensington Privacy Policy

This Privacy Policy explains how Man With a Van South Kensington collects, uses, stores, and protects personal data relating to our customers and potential customers in the South Kensington area. It is intended to comply with the UK General Data Protection Regulation and associated data protection laws.

By using our services or contacting us to request a quote, you acknowledge that you have read and understood this Privacy Policy. This Privacy Policy applies to all Man With a Van South Kensington customers and enquirers within the South Kensington area, regardless of the communication method used.

Who We Are

Man With a Van South Kensington provides transport and removal services to residential and business customers in and around the South Kensington area. For the purposes of data protection law, Man With a Van South Kensington is the data controller for the personal data described in this Privacy Policy.

Personal Data We Collect

We only collect personal data that is necessary for us to provide our services, manage our business, and meet our legal obligations. The categories of personal data we may collect include the following.

Identity and contact information such as name, title, address, collection and delivery addresses, and any relevant access details you provide. This may include contact information for third parties you nominate for collection or delivery.

Communication information such as details you provide when contacting us to request a quote, make a booking, ask a question, or provide feedback or complaints.

Service and booking information such as details of your requested service, dates and times of bookings, inventory or item descriptions where provided, and any special instructions relevant to carrying out the service.

Payment and transaction information such as records of services purchased, payment method used, amounts paid, and associated invoices or receipts. We do not store full payment card details; where card payments are used, processing is carried out by professional payment processors.

Technical or usage information such as basic information about how you interact with our website or online forms, including the date and time of access and pages viewed, where such data is collected. We do not seek to identify visitors from this data unless necessary for security or legal reasons.

How We Collect Personal Data

We collect personal data directly from you when you contact us by phone, through online forms, or in person to request information, obtain a quotation, or make a booking.

We may also receive personal data from third parties where you ask someone else to liaise with us on your behalf, or where another party provides us with your details for the purpose of coordinating a move or delivery.

Purposes and Lawful Bases for Processing

We process personal data only when we have a lawful basis to do so. The main lawful bases and purposes are set out below.

To provide quotations, book services, and perform our contract with you. We use your identity, contact, and service information to issue quotes, arrange bookings, plan logistics, carry out the move or delivery, and manage any follow-up activities. The lawful basis is that processing is necessary for the performance of a contract or to take steps at your request before entering into a contract.

To manage our business and keep records. We maintain records of bookings, communications, and payments for accounting, tax, and administrative purposes. The lawful basis is our legitimate interests in running our business efficiently and complying with standard record-keeping practices, and where applicable, compliance with legal obligations.

To handle enquiries, complaints, and disputes. We use your data to respond to questions, address concerns, and manage any legal claims. The lawful basis is our legitimate interests in providing good customer service and protecting our legal rights.

To meet legal and regulatory obligations. We may process and retain certain information to comply with tax laws, accounting requirements, or other legal duties. The lawful basis is compliance with legal obligations.

To send service-related communications. We may contact you with information about your booking, changes to services, or updates to important terms. The lawful basis is the performance of a contract and our legitimate interests in keeping you informed about your service.

Where we rely on legitimate interests, we always consider your rights and interests and will not process personal data where those interests are overridden by your rights.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy.

Service providers and subcontractors. We may share limited personal data, such as addresses, contact details, and service instructions, with drivers, helpers, or subcontracted removal professionals engaged to carry out the service. They are only permitted to use the data as needed to perform the agreed tasks.

Professional advisers. We may share data with accountants, insurers, legal advisers, or other professional service providers where needed for accounting, insurance, or legal purposes.

Payment processors. When you pay for services, payment processing may be handled by specialist payment providers who act as independent controllers or processors, depending on the arrangement. They handle your payment information securely and in line with legal requirements.

Authorities and law enforcement. We may disclose personal data where required to comply with legal obligations, court orders, or lawful requests from public authorities, or to establish, exercise, or defend legal claims.

Where we use data processors, we take steps to ensure they provide appropriate security and only process data in accordance with our instructions and applicable data protection laws.

International Transfers

Our services are focused on customers in the South Kensington area. If in limited cases personal data is transferred outside the United Kingdom or European Economic Area, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, to protect your information in accordance with data protection laws.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

Booking and service records are typically kept for a period consistent with tax and accounting obligations, after which they are securely deleted or anonymised. Communication records may be kept for a reasonable period to handle follow-up enquiries, feedback, or disputes.

When we no longer need your personal data, we take steps to delete or anonymise it securely.

Data Security

We are committed to keeping your personal data secure. We use appropriate technical and organisational measures to protect your information against unauthorised access, accidental loss, destruction, or damage. While no method of transmission or storage is completely secure, we regularly review our security measures and access controls to reduce risks.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions.

Right of access. You can request confirmation of whether we hold personal data about you and ask for a copy of that data, together with information about how we use it.

Right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the original purpose and we have no legal reason to keep it.

Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, such as while we are reviewing a request to correct your data.

Right to object. You can object to processing based on our legitimate interests where you believe your rights and interests override our reasons for processing.

Right to data portability. In certain cases, you may request that we provide you with personal data you have given us in a structured, commonly used, and machine-readable format, or ask us to transmit it to another controller where technically feasible.

If you wish to exercise any of these rights, you can contact us using the usual communication methods you use for our services. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

Complaints

If you have concerns about how we handle your personal data, we would encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority.

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 handling practices. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.