Privacy Policy
Man and a Van Knightsbridge Privacy Policy
This Privacy Policy explains how Man and a Van Knightsbridge collects, uses, stores and shares personal data about customers in the Knightsbridge area and surrounding locations. It applies to all customers and prospective customers who contact us, request a quotation, make a booking or use our services.
We are committed to protecting your privacy and handling your data in a fair, lawful and transparent way in line with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who This Policy Applies To
This Privacy Policy applies to all Man and a Van Knightsbridge customers, including individuals and businesses, who make enquiries, obtain quotes, book removals or related services in the Knightsbridge area and nearby districts. By providing your personal data to us, you acknowledge that it will be processed as set out in this policy.
What Personal Data We Collect
We only collect personal data that we need in order to provide our services, manage our business and meet legal obligations. The types of data we may collect include:
Identity and contact information such as your name, title, address, service addresses for collection and delivery, postcode, and other basic contact details you choose to provide.
Booking and service information such as dates and times of moves, type of property, access details, parking information, inventory details you provide, and any special instructions related to the service.
Communication data such as information you provide when you contact us to request a quote, ask a question, make a complaint or provide feedback.
Payment-related details such as information about your payments and invoices. We do not store full card details when third party payment processors are used.
Technical and usage information where relevant, for example basic information about how you access our online content, such as device type and general usage data, where this is collected for security, analytics or service improvement.
How We Collect Your Data
We collect personal data in several ways, including:
When you contact us directly to request information, a quotation or to make a booking.
When you provide details during the course of our services, such as updating addresses, dates or instructions.
When you respond to our communications, such as confirming bookings or giving feedback.
From limited publicly available sources, for example to confirm business details or addresses where relevant and lawful.
Lawful Basis for Processing Your Data
We only use your personal data where we have a lawful basis under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:
Contract: We process your personal data to take steps at your request before entering into a contract and to perform the contract for removal and related services. This includes providing quotes, managing bookings, carrying out moves and handling payments.
Legal obligation: We may process and retain certain information where we are required to do so by law, such as for tax, accounting and record keeping purposes.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided that your rights and freedoms are not overridden. This can include managing customer relationships, improving our services, handling enquiries and protecting our business from fraud or misuse.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, respond to your enquiries and manage bookings.
To deliver removal and related services at the agreed times and locations.
To manage payments, invoicing and accounting records.
To communicate with you about your booking, changes to services or important updates.
To handle complaints, disputes or claims related to our services.
To maintain internal records, manage our operations and improve the quality and safety of our services.
To comply with applicable laws, regulations and requests from competent authorities where required.
Data Sharing and Use of Processors
We do not sell your personal data. We may share your information with third parties where necessary for the purposes described in this policy and where it is lawful to do so.
We may share personal data with the following categories of recipients:
Service providers and processors who perform services on our behalf, such as payment processors, IT and hosting providers, customer management systems, and providers who help us manage bookings and communications. These parties act on our instructions and are required to protect your data.
Professional advisers such as accountants or legal advisers, where necessary for legitimate business and legal reasons.
Public authorities, regulators or law enforcement where we are legally required or permitted to do so.
Any third parties involved in a business transaction such as a merger or transfer of business, where permitted by law and subject to appropriate safeguards.
International Transfers
Where our service providers or systems are located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that may have different data protection standards. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms, to protect your personal data in accordance with data protection laws.
Data Retention
We will keep your personal data only for as long as is reasonably necessary for the purposes described in this policy, including to satisfy legal, accounting or reporting requirements.
In general, we retain data relating to bookings, invoices and service records for a period required by tax and accounting laws, typically several years after the end of the financial year in which the transaction took place.
Enquiry information that does not lead to a booking may be retained for a shorter period, where necessary for our legitimate interests such as managing follow up communications, and will then be securely deleted or anonymised.
Where we rely on consent for marketing, we will keep your details for this purpose until you withdraw your consent or object, after which we will stop that form of processing and, where appropriate, remove your details from the relevant marketing lists.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unlawful or unauthorised processing, accidental loss, destruction or damage. These measures may include access controls, secure storage methods, data minimisation practices and staff awareness of data protection responsibilities.
While we work to protect your information, no system can be completely secure. We therefore cannot guarantee the absolute security of your data, but we will act promptly and in accordance with legal requirements if we become aware of any data breach affecting your personal data.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and legal exemptions. You have the right to:
Access: Request a copy of the personal data we hold about you and information about how we use it.
Rectification: Ask us to correct inaccurate or incomplete personal data.
Erasure: Request that we delete your personal data where there is no longer a good reason for us to continue processing it, subject to legal obligations.
Restriction: Ask us to restrict how we process your data in certain circumstances, for example while we verify its accuracy.
Objection: Object to processing based on our legitimate interests, including certain types of direct marketing, where you feel it impacts your rights and freedoms.
Portability: Request that we provide you or a third party with a copy of certain personal data in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.
Withdraw consent: Where we rely on your consent, you can withdraw this at any time. This will not affect the lawfulness of any processing based on consent before it is withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights, you can contact us and clearly specify which right you are seeking to exercise and the information it relates to. For security reasons, we may need to verify your identity before acting on your request.
We aim to respond to all valid requests within one month, although this may take longer if the request is complex or if you have made multiple requests. If we need more time, we will inform you.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any updated version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
Contact and Complaints
If you have questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your rights, you can contact us using our usual contact methods.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We would welcome the opportunity to address your concerns directly before you contact the authority.
