Privacy Policy - Man With A Van Knightsbridge

This Privacy Policy explains how Man With A Van Knightsbridge collects, uses, stores, shares, and protects personal data when providing removal, delivery, packing, and related moving services. It applies to all Man With A Van Knightsbridge customers in the area, including individuals and businesses that enquire about, book, or receive our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We only collect personal data that is necessary to provide our services effectively, manage our relationship with customers, and meet legal obligations. The categories of information we may collect include:

Identity information: name, title, and, where relevant, business name.
Contact details: address, email address, telephone number, and moving or collection addresses.
Booking information: service type, dates, times, property access details, item descriptions, and special handling requirements.
Payment information: invoicing details, payment status, and transaction references. We do not store unnecessary card details where payment is processed by a third party.
Service records: quotes, correspondence, complaints, feedback, and notes needed to deliver or improve the service.
Technical information: limited information such as device or browser data if you interact with us online, used for security and performance purposes.

We do not intentionally collect special category data unless it is essential and you choose to provide it, for example if it is relevant to access needs or delivery instructions. If such information is provided, we will treat it with extra care and only use it where lawful.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and complete moving or delivery services;
to communicate changes, updates, or service-related information;
to process payments, issue invoices, and keep financial records;
to handle complaints, claims, and customer support requests;
to comply with legal, tax, insurance, and accounting obligations;
to protect our business, customers, and staff from fraud or misuse;
to improve our services, operations, and customer experience.

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe another compatible purpose applies or we are required to do otherwise by law.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, moving belongings, confirming access details, and issuing invoices.

Legal Obligation

We may process and retain certain information where required by law, including tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, customer communication, fraud prevention, and maintaining business records.

Consent

Where required, we will ask for your consent before processing certain data, such as optional marketing communications or any non-essential use of special category information. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data only when necessary and only with trusted third parties acting as processors or independent controllers. These may include:

Payment processors for handling secure transactions;
IT and cloud service providers for secure data storage, email, and system support;
Accounting and bookkeeping providers for financial administration;
Insurance providers or claims handlers where a claim or incident must be managed;
Professional advisers such as lawyers, auditors, or consultants;
Regulators, law enforcement, or public authorities where disclosure is required by law.

All processors are required to protect your data, use it only on our instructions, and maintain appropriate security measures. We do not sell personal data.

5. Data Retention

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

Customer and booking records: retained for a reasonable period after service completion to manage follow-up, disputes, or service history.
Financial and invoice records: retained for the period required by tax and accounting law.
Complaints and claims information: retained until the matter is resolved and for a further period where needed for legal defence.
Marketing preferences: retained until you opt out or withdraw consent.

When personal data is no longer required, we will delete, anonymise, or securely archive it in line with our retention practices.

6. Security of Your Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality duties, and periodic review of our procedures. While no method of transmission or storage is completely risk-free, we aim to use robust safeguards appropriate to the nature of the information we hold.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include using countries with adequacy regulations or contractual protections recognised under data protection law. We will only transfer data where lawful and necessary for service delivery or business operations.

8. Your Rights

You have a number of rights in relation to your personal data, subject to certain conditions and exemptions under the law. These rights include:

Right of access: request a copy of the personal data we hold about you;
Right to rectification: ask us to correct inaccurate or incomplete information;
Right to erasure: request deletion of your data in certain circumstances;
Right to restriction: ask us to limit how we use your data in certain situations;
Right to data portability: receive certain data in a structured, commonly used format where applicable;
Right to object: object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

Important: these rights are not absolute. In some cases, we may need to continue processing or retaining data where we have a legal obligation or another valid legal basis.

9. Marketing Communications

We may send limited service-related communications where necessary for bookings, quotations, or customer care. We will only send direct marketing where permitted by law and, where required, with your consent. You can opt out of marketing at any time. If you do so, we will stop using your data for that purpose while continuing to contact you for essential service or legal matters.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is incidentally included in service arrangements and is necessary for lawful business or household purposes. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

11. 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. The latest version will apply from the date it is published or communicated. We encourage customers to review this policy periodically so they remain informed about how their information is used.

12. Summary of Our Commitment

We respect your privacy and aim to process personal data only when necessary, proportionate, and lawful. Our approach is based on transparency, security, and accountability. If you are a customer of Man With A Van Knightsbridge in the area, this policy explains how your data is handled throughout the service lifecycle, from enquiry and quotation through to completion, retention, and deletion.

In short: we collect only the data needed to provide our services, rely on clear lawful bases, share data only with trusted processors where necessary, keep it only as long as required, and recognise your rights under data protection law.