Privacy Policy - Man And A Van Westkensington

This Privacy Policy explains how Man And A Van Westkensington collects, uses, stores, shares, and protects personal data in connection with our moving, transport, delivery, and related services. It applies to all Man And A Van Westkensington customers in the area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services, making an enquiry, or providing us with personal information, you acknowledge that your data may be processed as described in this policy. We only process personal data where we have a valid lawful basis and only for purposes that are necessary for operating our services, meeting our legal obligations, and improving the quality of our work.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. The information we collect is limited to what is relevant and necessary for providing our services.

Categories of personal data

Identity data such as your name and, where necessary, company name.
Contact data such as address, email address, and telephone number.
Service details including collection and delivery addresses, property access details, moving dates, inventory lists, and special handling instructions.
Payment information such as billing details, payment status, and transaction records.
Communication records including emails, messages, call notes, quotations, complaints, and customer service correspondence.
Operational data such as route planning details, scheduling information, and staff notes related to the service.
Technical data where applicable, such as limited website or device information used for security, analytics, or service improvement.

We do not intentionally collect special category data unless it is absolutely necessary and you have provided it voluntarily, or unless another lawful condition applies. If such information is shared with us, we will treat it with extra care and only use it where permitted by law.

2. How We Use Personal Data

We use personal data for legitimate business and legal purposes connected to our services. These purposes may include:

providing quotations and managing bookings;
planning, carrying out, and confirming moving or transport services;
communicating with you about your booking, schedule changes, or service issues;
processing payments and issuing invoices or receipts;
handling complaints, claims, or disputes;
maintaining internal records and service history;
protecting against fraud, misuse, or security incidents;
meeting legal, tax, accounting, and insurance obligations;
improving our operations, staff training, and customer service.

We will only use your data in ways that are compatible with the original reason it was collected, unless we have a lawful basis for a different use. We do not sell your personal data.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each processing activity. Depending on the situation, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes booking services, arranging collections and deliveries, and managing payment or service communications.

Legal obligation

We may process data where we must comply with legal requirements, such as tax rules, accounting obligations, record keeping, insurance requirements, or lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, quality control, fraud prevention, and improving customer experience.

Consent

In limited cases, we may rely on your consent, for example where we use optional communications or other non-essential processing. Where consent is used, you can withdraw it at any time.

Special note: If we process sensitive information or any data requiring extra protection, we will only do so where a specific lawful condition applies and only to the extent necessary.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or, in some cases, independent controllers. We only share the minimum information needed for the relevant purpose.

Examples of processors may include:

Payment service providers that handle card or online transactions;
Accounting and bookkeeping providers that assist with tax and financial records;
IT and cloud service providers that store or secure business information;
Customer management and communication tools used for booking and service administration;
Insurance providers and claims handlers where needed to manage incidents or claims;
Professional advisers such as legal, audit, or compliance advisers;
Subcontracted operational partners who support the delivery of moving or transport services.

All processors are required to handle your data securely, follow our instructions, and comply with applicable data protection laws. Where personal data is shared with an independent controller, that party will be responsible for its own privacy practices.

We may also disclose data if required by law, court order, regulatory request, or to protect our rights, staff, customers, or property.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal, accounting, or reporting obligations. Retention periods vary depending on the type of data and the reason for holding it.

Booking and service records may be retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are generally kept for the period required by law.
Complaints, disputes, and claims may be retained longer where needed to resolve the matter or defend legal rights.
Marketing preferences are retained until you change your preference or withdraw consent, where applicable.

When data is no longer required, we will securely delete, anonymise, or archive it as appropriate. Retention is always reviewed against necessity and legal requirement.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff confidentiality obligations, and limited access to information on a need-to-know basis.

Although we take reasonable steps to safeguard your data, no system can be guaranteed as completely secure. If a personal data incident occurs, we will take appropriate action in line with legal requirements.

7. Your Rights

Depending on the circumstances and the legal basis used, you may 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 ask us to delete personal data in certain situations;
Right to restriction – to ask us to limit how we use your data in certain cases;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive certain data in a structured, commonly used format where legally applicable;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time;
Right to lodge a complaint – to raise a concern with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. Some rights may be limited where we are legally required to keep or use the data.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place and that the transfer complies with applicable data protection law. This may include using approved contractual protections or relying on adequacy regulations where available.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement and is provided by an adult with authority to do so.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Summary of Key Principles

Man And A Van Westkensington processes personal data only when necessary, only for clear and lawful purposes, and with safeguards designed to protect privacy. We keep data for no longer than needed, use trusted processors under contractual controls, and respect the rights of all customers in the area who use our services. Our approach is based on lawfulness, fairness, transparency, and accountability.

If you choose to use our services, you should understand that some of your personal data is required to complete bookings, provide quotations, carry out moving work, and maintain proper business records. Where data is optional, we will make that clear. We aim to process all personal information responsibly and in a way that supports reliable service while respecting your privacy.