Privacy Policy - Man And Van West Kensington

This Privacy Policy explains how Man And Van West Kensington collects, uses, stores, shares, and protects personal data when providing moving, removal, packing, storage, and related services. It applies to all Man And Van West Kensington customers in the area, including individuals and businesses who request quotations, make bookings, receive services, or communicate with us in connection with our work.

We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy is intended to help you understand your rights and how your information is managed.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and, where necessary, company name.
Contact details such as telephone number, email address, and service address.
Booking and service information including move dates, property access details, item descriptions, and service preferences.
Payment-related information such as billing records, invoices, and payment confirmations.
Communication records including emails, calls, messages, and any complaints or queries you submit.
Operational data such as inventory lists, special handling requirements, and instructions relevant to the service.
Technical data such as device identifiers, IP addresses, and usage data if you interact with our digital systems.

We normally collect personal data directly from you when you request a quote, place a booking, provide instructions, or contact us. In some cases, we may receive information from third parties, such as a business client, landlord, letting agent, or payment provider, where this is necessary for service delivery.

2. How We Use Your Data

We use personal data for the following purposes:

To provide removal, transportation, packing, delivery, and related services.
To prepare quotes, confirm bookings, and manage schedules.
To communicate with you about your service, including changes, delays, or follow-up matters.
To issue invoices, process payments, and maintain financial records.
To manage customer support, complaints, and service improvement.
To meet legal, regulatory, insurance, and accounting obligations.
To protect our business, staff, and customers from fraud, misuse, or security incidents.

We only use your data where it is necessary and proportionate to the service requested. We do not sell personal data and do not use it for unrelated purposes without a valid legal basis.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the circumstances, we rely on one or more of the following:

a) Contract

We process data where it is necessary to enter into or perform a contract with you. This includes arranging quotes, carrying out the move, processing payments, and managing service-related communication.

b) Legal Obligation

We may process information to comply with legal obligations, such as tax, accounting, record-keeping, insurance, or lawful requests from authorities.

c) Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, protecting against fraud, maintaining internal records, and responding to customer enquiries.

d) Consent

Where required, we may rely on your consent, for example for certain marketing communications or optional uses of data. You may withdraw consent at any time, and this will not affect any processing that has already taken place lawfully.

4. Data Sharing and Processors

We may share personal data with trusted third parties that assist us in delivering our services. These parties act as processors or independent controllers depending on the role they perform. We ensure appropriate contractual and security measures are in place before sharing any information.

Processors may include:

Payment service providers that handle card or electronic payments.
Accounting, bookkeeping, and invoicing systems used for financial administration.
IT and cloud storage providers that support data hosting, email, and operational systems.
Communication providers used for customer service and service updates.
Subcontractors or logistics partners who assist with agreed moving services.

We may also disclose data where required by law, court order, insurance claim, or to protect the rights, property, or safety of our business, staff, customers, or others. When data is shared with a third party acting on our behalf, they are only permitted to use it according to our instructions and applicable law.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, and to satisfy legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for processing.

Booking and service records are retained for a period reasonably needed to manage service history, disputes, and customer support.
Financial and invoice records are retained for the period required by tax and accounting law.
Correspondence and complaint records may be kept for a period necessary to resolve issues and maintain accurate business records.
Technical and security logs are retained only as long as required for operational and security purposes.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data access on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain appropriate safeguards in line with the sensitivity of the data processed.

7. Your Rights

As a data subject, you have a number of rights under GDPR. Subject to legal conditions and exceptions, these include:

Right of access to request a copy of the personal data we hold about you.
Right to rectification to ask us to correct inaccurate or incomplete information.
Right to erasure in certain circumstances, also known as the right to be forgotten.
Right to restriction to request limited processing in specific situations.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability to receive certain data in a usable format, where applicable.
Right to withdraw consent where processing is based on consent.

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

8. Children’s Data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and is provided appropriately by a parent, guardian, or authorised representative.

9. International Transfers

In some cases, data processed by our service providers may be stored or accessed outside the United Kingdom. Where this happens, we ensure suitable safeguards are in place so that your information remains protected to the standard required by applicable law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to remain informed about how their information is used.

By using the services of Man And Van West Kensington, you acknowledge that you have read and understood this Privacy Policy.