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. It applies to all Man With A Van Knightsbridge customers in the area, including prospective customers, current customers, and individuals who enquire about our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Knightsbridge provides local moving and transport services for customers in Knightsbridge and surrounding areas. In the context of this policy, we act as a data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing your personal data.

We take privacy seriously and aim to collect only the information necessary to deliver our services, manage customer relationships, and meet legal obligations.

2. Personal Data We Collect

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

Identity data: name, title, and any business or household details you provide.
Contact data: address, email address, telephone number, and delivery or collection locations.
Service information: details about the items to be moved, moving dates, access requirements, and service preferences.
Payment data: billing information, payment status, and transaction records. Where card payments are taken, payment processing may be handled by a secure third-party provider.
Communication data: messages, enquiries, complaints, feedback, and correspondence with us.
Technical data: limited device, browser, or usage data if you contact us through digital systems used to manage bookings or service administration.
Legal and verification data: any information needed for fraud prevention, dispute resolution, or compliance with legal obligations.

We do not seek to collect special category data unless it is voluntarily provided and necessary for a specific lawful purpose, such as making reasonable adjustments for access or service support.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or other channels;
provide delivery, access, or inventory details;
complete payment or invoicing steps;
leave feedback or raise a complaint;
interact with service-related forms or administrative systems.

We may also receive information from third parties where necessary for the performance of services, such as payment processors, booking or scheduling partners, insurers, or professional advisers.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under UK GDPR. Depending on the context, we rely on one or more of the following:

Contract: to provide a quote, manage a booking, perform moving services, issue invoices, and handle after-service administration.
Legal obligation: to comply with tax, accounting, employment, consumer protection, and other applicable legal requirements.
Legitimate interests: to run and improve our business, respond to enquiries, prevent fraud, keep records, manage disputes, and maintain service quality, provided our interests do not override your rights.
Consent: where we rely on your permission for specific processing activities, such as optional communications or where consent is otherwise required by law. You may withdraw consent at any time.

Where we process special category data, we do so only if a lawful special category condition applies and additional safeguards are in place.

5. Why We Use Your Data

We use personal data for the following purposes:

to provide moving and transport services;
to prepare quotes and confirm bookings;
to plan routes, schedules, and logistics;
to communicate with you about service arrangements or changes;
to process payments and manage invoices;
to record instructions, preferences, and service notes;
to handle complaints, claims, or disputes;
to maintain business records and comply with regulatory duties;
to improve our services and customer experience;
to protect our business, staff, and customers from misuse or fraud.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and you would reasonably expect the new use.

6. Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only permitted to process your data under our instructions and must implement appropriate security measures.

Examples of processors may include:

payment service providers;
booking or scheduling software providers;
cloud storage and IT support providers;
accounting and bookkeeping services;
customer communication platforms;
professional advisers such as lawyers, insurers, or auditors;
delivery, subcontracted, or logistics partners where needed to complete a service.

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

We do not sell your personal data.

7. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we ensure suitable safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal measures designed to protect your information.

8. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, tax, or reporting requirements. Retention periods vary depending on the type of data and the context in which it was collected.

In general:

Quotation and enquiry records: retained for a limited period after the enquiry ends, unless a longer period is needed for follow-up or dispute handling.
Contract and booking records: kept for the duration of the service relationship and a reasonable period afterwards.
Financial and accounting records: kept in accordance with legal obligations and tax requirements.
Complaint or claim records: retained for the period necessary to resolve the issue and manage any associated legal exposure.
Communication records: retained as needed for service administration and business continuity.

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

9. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, limited user permissions, and safe disposal methods. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations and exceptions. They include:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may ask us to delete your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain cases.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request transfer of certain data to you or another provider, where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on your request.

Right to Complain

If you are concerned about how we handle your personal data, you have the right to raise a complaint with the UK data protection supervisory authority. We encourage you to contact us first so that we can try to resolve the issue promptly and fairly.

11. Children’s Data

Our services are not directed at children as a separate audience. We do not knowingly collect personal data from children except where it is necessary in connection with a service arrangement and provided by an adult with authority to do so.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or data protection practices. Any updated version will take effect when published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their data is handled.

13. Summary of Our Commitment

Man With A Van Knightsbridge is committed to protecting the privacy of every customer in the area. We collect only the data we need, use it for clear and lawful purposes, retain it only as long as necessary, and work with processors that provide appropriate safeguards. We also respect your rights and aim to make our data practices transparent, secure, and fair.