Man and a Van West Kensington Privacy Policy
This Privacy Policy explains how Man and a Van West Kensington collects, uses, stores and protects personal data relating to its customers in the West Kensington area. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all customers and potential customers who live in, book services in, or otherwise use Man and a Van West Kensington services in the West Kensington area.
Who This Policy Applies To
This Privacy Policy applies to all individuals who contact or use Man and a Van West Kensington, including private household customers and business customers located in or booking services in the West Kensington area. By requesting a quote, making a booking, or otherwise engaging with our services, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, or use our services:
Identification and contact details: name, address, service address, billing address, and other relevant location details.
Communication details: information you provide when you contact us by phone, text, or any other form of communication, including the content of your messages and any feedback you give.
Service details: information relating to your move or transport job, including access information, inventory descriptions, dates, times, special requirements, and instructions.
Payment-related information: details necessary to take and manage payment, such as payment status, payment method type, and transaction identifiers. We do not store full payment card numbers or security codes.
Usage data: limited technical or operational data necessary to manage your booking and our services, such as booking reference numbers, job history, and internal notes related to service delivery and customer care.
How We Collect Personal Data
We collect personal data directly from you when you:
Request a quote for a man and a van service in West Kensington.
Make a booking or modify an existing booking.
Communicate with us before, during, or after a job.
Provide feedback, reviews, or make a complaint.
We may also receive limited personal data about you from third parties when this is necessary to provide our services, for example where a landlord, letting agent, or business partner provides contact or access details to arrange a move or collection on your behalf.
Purposes of Processing and Lawful Basis
We process your personal data only where we have a lawful basis under the UK GDPR. The main purposes and lawful bases are as follows.
To provide quotes and carry out bookings: We use your identification, contact, and service details to give you accurate quotes, confirm bookings, plan routes, and carry out moves and related services. Lawful basis: performance of a contract and steps taken at your request before entering into a contract.
To manage customer relationships: We use your contact and communication details to respond to queries, reschedule bookings, manage complaints, and keep records of our interactions. Lawful basis: performance of a contract and our legitimate interests in providing effective customer service.
To process payments and manage accounts: We use payment-related information to confirm payments, issue receipts, and manage refunds where applicable. Lawful basis: performance of a contract and compliance with legal obligations relating to financial records.
To improve operations and service quality: We may analyse non-sensitive data about completed jobs, including location patterns and service types, to improve planning, efficiency, and safety. Lawful basis: our legitimate interests in running and improving our business in a way that does not override your rights and freedoms.
To comply with legal and regulatory requirements: We may process and retain certain personal data for tax, accounting, and legal reporting purposes and to respond to lawful requests from public authorities. Lawful basis: compliance with a legal obligation.
Where we rely on legitimate interests, we always consider your rights and reasonable expectations and only process personal data where our interests are not overridden by the impact on you.
Data Sharing and Use of Processors
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors help us to provide our services and operate our business. Typical categories of processors may include:
Payment processing providers that securely process your payments.
IT and booking system service providers who host or support our scheduling and communication tools.
Administrative support and accounting service providers who assist with financial records and invoicing.
Where we use processors, they are required to process your personal data only in accordance with our written instructions, to keep it secure, and not to use it for their own purposes.
We may also share personal data where it is necessary to:
Comply with legal obligations, court orders, or requests from law enforcement or regulatory bodies.
Protect our rights, property, or safety or the rights, property, or safety of our customers or others, where permitted under data protection law.
We do not sell your personal data.
International Transfers
In the ordinary course of providing local moving and transport services in West Kensington, we aim to keep your personal data within the United Kingdom. If it becomes necessary to transfer personal data to a country outside the United Kingdom or the European Economic Area, we will ensure that an adequate level of protection is in place. This may include using standard contractual clauses or other safeguards recognised under data protection law.
Data Retention
We keep personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy or to satisfy legal, accounting, or reporting requirements.
Customer and booking records: We generally retain booking and job-related information, including your contact details and service history, for a period that allows us to manage repeat bookings, deal with queries and complaints, and meet our tax and accounting obligations.
Payment and financial records: We retain invoices, payment confirmations, and related financial data for the period required under tax and company law.
Communications and complaints: We keep correspondence related to complaints or disputes for as long as required to resolve the matter and for a reasonable period afterwards in case of further queries or legal claims.
When personal data is no longer needed, it will be securely deleted or anonymised so that it can no longer be associated with an identifiable person.
How We Protect Your Personal Data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include:
Limiting access to personal data to personnel and processors who need to know it for the purposes described in this Privacy Policy.
Using secure methods to handle payment information and restricting storage of sensitive payment details.
Maintaining internal policies and procedures for data handling, retention, and security.
Your Data Protection Rights
Under the UK GDPR and related data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van West Kensington customers and potential customers in the West Kensington area, subject to certain legal conditions and exemptions.
Right of access: You can request confirmation of whether we process your personal data and ask for a copy of the personal data we hold about you.
Right to rectification: You can request correction of inaccurate or incomplete personal data about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data.
Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format, and have it transmitted to another controller where technically feasible.
Right to object: You can object to processing based on our legitimate interests where you believe your fundamental rights and freedoms outweigh those interests. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.
Right to withdraw consent: Where we rely on your consent for any processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed. You are encouraged to contact us first so that we can try to resolve your concerns directly.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. When we make significant changes, we will take appropriate steps to bring the updated policy to your attention. The version in force will always apply to the processing of your personal data at the relevant time.
By continuing to use Man and a Van West Kensington services in the West Kensington area after any updates become effective, you acknowledge that you have read and understood the updated Privacy Policy.
