Privacy Policy - Man And A Van Knightsbridge

This Privacy Policy explains how Man And A Van Knightsbridge collects, uses, stores, shares, and protects personal data relating to our customers, prospective customers, and service users. It applies to all Man And A Van Knightsbridge customers in the area, including individuals who request quotations, make bookings, receive removals or delivery services, or otherwise interact with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect and use personal information where we have a valid lawful basis and where it is necessary for a specific purpose related to our services.

1. Who We Are

Man And A Van Knightsbridge provides man and van, delivery, loading, unloading, and related transport services. In the context of this policy, we act as the data controller for personal data collected directly from customers and prospective customers for the purposes described below.

2. Personal Data We Collect

We collect only the information needed to provide and manage our services, respond to enquiries, and meet legal and operational obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Information you provide directly

Identity details such as your name.
Contact details such as telephone number and email address.
Service details such as pickup and delivery addresses, item descriptions, moving requirements, preferred dates and times, access information, and special instructions.
Booking and payment information such as transaction records, payment status, and invoice details.
Communication records such as emails, messages, notes from calls, and complaint or feedback information.

Information collected automatically or from third parties

Technical data such as device type, browser type, and basic usage information where relevant to digital communication systems.
Operational data such as service history, job references, and internal records generated during the delivery or removals process.
Information from third parties where necessary, for example payment processors, referral partners, or individuals acting on your behalf.

We do not intentionally collect special category data unless it is voluntarily provided and necessary for a specific service-related reason. If such data is provided, we will only process it where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange, manage, and complete transport, moving, and delivery services.
To communicate about bookings, access requirements, timings, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle customer support, complaints, and after-service queries.
To maintain internal records, quality control, and business administration.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We only use your data for the purpose for which it was collected unless we reasonably determine that we need to use it for a compatible purpose and such use is lawful.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. We rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, confirming bookings, carrying out the service, and handling payment.

Legal obligation

We process data where necessary to meet legal obligations, including tax, accounting, record-keeping, and compliance requirements.

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. This can include service administration, fraud prevention, customer support, business improvement, and maintaining accurate records.

Consent

In limited cases, we may rely on your consent, for example where it is appropriate to contact you for certain optional communications. Where consent is used, you may withdraw it at any time.

We do not use your personal data for unrelated automated decision-making that produces legal or similarly significant effects.

5. How We Share Personal Data

We may share personal data with trusted third parties where necessary to operate our business and deliver our services. These third parties act as processors or independent controllers depending on the circumstances.

Processors we may use

Payment service providers to process card or online payments.
Accounting and invoicing providers to manage finance and tax records.
IT and cloud service providers to store and protect business data.
Communication service providers to manage phone, email, or messaging systems.
Scheduling or booking tools used to organise services and allocate jobs.

We only use processors that provide sufficient guarantees to protect your data and that are bound by appropriate contractual terms. Processors are not permitted to use your data for their own purposes.

Other disclosures

We may also disclose personal data if required by law, court order, or lawful request by a public authority, or where necessary to establish, exercise, or defend legal claims.

6. International Transfers

If any processor stores or accesses data outside the UK, we will take appropriate steps to protect your personal data in line with applicable data protection laws. This may include the use of approved contractual safeguards and transfer assessments where required.

7. Data Retention

We retain 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 depend on the type of data and the reason it is held.

Quotation and enquiry data may be retained for a reasonable period to manage follow-up, service continuity, and record-keeping.
Booking and service records are retained for business administration, dispute handling, and customer history.
Financial and tax records are retained for the period required by law.
Complaint or legal correspondence may be kept longer where needed to resolve issues or defend claims.

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

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

However, no system can be guaranteed completely secure. We therefore encourage you to avoid sending highly sensitive information unless necessary.

9. Your Rights

Subject to certain legal conditions and exemptions, you have the following rights under data protection law:

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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit processing in specific situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
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 line with applicable law and within the required timeframes. You may also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully.

10. Marketing Communications

We do not send marketing communications unless permitted by law. Where consent is required, we will obtain it before sending optional promotional messages. You can object to marketing at any time, and we will stop such communications as soon as reasonably possible.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer in the context of arranging a lawful service. If we learn that children’s data has been collected without appropriate permission or necessity, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated.

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