Privacy Policy - Man With A Van Westkensington

Last updated: May 2026

This Privacy Policy explains how Man With A Van Westkensington collects, uses, stores, shares, and protects personal data when providing moving, collection, delivery, and related services. It applies to all Man With A Van Westkensington customers in the area, including individuals, households, landlords, tenants, and business clients who use our services within West Kensington and surrounding locations.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018. This policy explains what data we collect, the lawful bases we rely on, how long we keep information, the third parties we use to help deliver services, and the rights available to you.

1. Information We Collect

We collect only the personal data that is necessary to provide our services, manage bookings, communicate with customers, and comply with legal obligations. The types of data we may collect include:

Identity information: name, title, and where relevant, business name.
Contact information: address, phone number, and email address.
Booking and service details: move date, collection and delivery addresses, property access notes, inventory details, and service preferences.
Payment information: billing details and transaction references. We do not typically store full card details if payments are processed securely by a payment provider.
Communication records: emails, messages, call notes, complaints, and service updates.
Operational information: job history, driver notes, route information, and records of services delivered.
Technical information: if you visit any digital booking or enquiry system, we may collect device data, IP address, browser type, and usage data through necessary cookies or similar technologies.

We may also receive information from third parties, such as estate agents, landlords, removal intermediaries, payment providers, or business customers who arrange services on your behalf.

2. How We Use Your Data

We use personal data to operate our business and provide a reliable service. Typical uses include:

processing enquiries and quotes;
confirming and managing bookings;
planning and carrying out removals, deliveries, and related services;
communicating with you about service changes, access issues, or timing updates;
taking payment and managing invoicing;
handling customer service queries and complaints;
meeting tax, accounting, insurance, and record-keeping obligations;
protecting our business, staff, and customers from fraud, misuse, or legal claims;
improving service quality and operational efficiency.

We do not use your personal data for unrelated purposes unless we have a valid legal reason to do so or you have given consent where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the circumstances, we rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, arranging collection and delivery, and handling payments connected to the service.

Legal Obligation

We may process and retain information where required by law, including for tax, accounting, insurance, and regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override them. This can include business administration, service improvement, fraud prevention, customer record management, and maintaining secure operations. Where we rely on legitimate interests, we consider whether the processing is reasonable and proportionate.

Consent

In limited cases, we may ask for your consent, for example for certain optional marketing communications or non-essential cookies. Where consent is used, you can withdraw it at any time.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties where necessary for service delivery or legal compliance. These third parties act as processors or independent controllers depending on their role.

Examples of processors and service providers may include:

Payment processors that handle card or electronic payments securely;
Accounting and bookkeeping providers that assist with invoices, tax records, and financial administration;
IT and cloud service providers that host business systems, file storage, or email services;
Booking or customer management software providers used to schedule and manage jobs;
Vehicle, route, or logistics systems used for service planning and delivery;
Professional advisers such as insurers, auditors, legal advisers, or similar support providers;
Public authorities where disclosure is required by law or necessary for legal claims.

We only share the minimum amount of data necessary for the relevant purpose. We require processors to protect personal data and use it only according to our instructions and applicable law.

We do not sell your personal data. We also do not share information for advertising purposes unless clearly disclosed and legally permitted.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, and insurance requirements. Retention periods may vary depending on the type of information and the nature of the service provided.

Customer and booking records: typically retained for up to 6 years after the last service or transaction, to support tax, accounting, and contract-related needs.
Invoices and payment records: kept for the period required by law and standard accounting practice.
Complaints and correspondence: retained for a reasonable period to resolve disputes and maintain service records.
Marketing data: kept until you opt out or withdraw consent, where consent is the lawful basis.
Technical data: kept for short periods unless needed for security, troubleshooting, or legal reasons.

When data is no longer needed, we securely delete or anonymise it. Retention periods may be extended where necessary to deal with legal claims, insurance matters, or regulatory investigations.

6. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include restricted access controls, password protection, secure storage, and staff awareness procedures.

Although we take reasonable steps to secure information, no system can be guaranteed completely secure. If a data incident occurs, we will assess the situation and, where required, notify affected individuals and relevant authorities in line with legal obligations.

7. Your Rights

You have a number of rights under data protection law. These rights may be subject to certain conditions and exceptions.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to object: you can object to processing based on legitimate interests, and to direct marketing at any time.
Right to data portability: you can ask for certain information in a structured, commonly used format where applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before processing your request.

8. International Transfers

Some service providers may store or process data outside the UK. If this occurs, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to keep your data protected to the required legal standard.

9. Children’s Data

Our services are generally intended for adults arranging moving and delivery services. We do not knowingly collect personal data directly from children except where it is necessary in connection with a customer’s booking or household arrangement. If we become aware that we have collected information inappropriately, we will take steps to remove it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process data. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically to stay informed.

11. Summary of Key Principles

Man With A Van Westkensington only processes personal data where necessary and lawful, uses it for clear service-related purposes, shares it carefully with trusted processors, and keeps it only for as long as needed. We aim to be transparent, proportionate, and respectful of your privacy at every stage of the service.

If you are a customer in the West Kensington area, this policy applies to your use of our services and explains how we handle your personal information.