Man With a Van West Kensington Privacy Policy

This Privacy Policy explains how Man With a Van West Kensington collects, uses, stores, and shares personal data when providing services to customers in West Kensington and the surrounding area. It is intended to comply with the UK General Data Protection Regulation and applicable data protection laws. This Privacy Policy applies to all customers and prospective customers of Man With a Van West Kensington in our service area, whether you contact us by phone, in person, through a website form, or by any other means.

Data Controller

Man With a Van West Kensington acts as the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you enquire about or use our services:

Identification and contact details, such as your name, address, service addresses for collection and delivery, and any other contact information you choose to provide. Service and booking information, such as the date and time of your move or transport, property access details, inventory or item descriptions, special handling requirements, and any notes relevant to the service. Payment and billing information, such as billing name, billing address, and payment-related details necessary to process your payment. We do not store full card details when using third-party payment processors. Communication records, including emails, text messages, and notes of telephone conversations relating to enquiries, quotes, bookings, complaints, or feedback. Technical and usage information, such as basic device or browser details, IP address, and general usage information if you interact with us through our website or digital services. This information is typically collected through cookies or similar technologies, where applicable and lawful.

How We Collect Your Data

We collect personal data directly from you when you contact us for a quote, make a booking, request information, or communicate with us in any other way. We may also receive personal data indirectly when someone else arranges a service on your behalf and provides your details, or from third-party platforms that pass booking or enquiry details to us in accordance with their own privacy arrangements. In addition, some technical data may be collected automatically when you visit or interact with our website.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the context, the lawful bases we rely on include:

Contract: We process personal data to provide our services to you, including giving quotes, making and managing bookings, carrying out collections and deliveries, taking payment, and communicating with you about your booking and any follow-up matters. Legal obligation: We may process personal data to comply with legal and regulatory requirements, such as tax laws, accounting rules, and responding to lawful requests from public authorities. Legitimate interests: We may process personal data for our legitimate business interests, provided these are not overridden by your rights and freedoms. This includes managing our business, improving our services, handling customer queries, protecting our property and systems, and recovering unpaid fees. Consent: In limited cases we may rely on your consent, for example where required for certain marketing communications or specific cookie use. Where processing is based on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our man and van services, including arranging and carrying out removals, deliveries, or collections. To respond to enquiries, provide quotes, and manage bookings and schedules. To process payments and manage invoices, refunds, and account reconciliations. To communicate with you about your booking, including confirmations, reminders, changes, and follow-up messages. To handle complaints, disputes, and customer feedback. To maintain business records for accounting, taxation, and audit purposes. To improve our services, operations, and customer experience. To protect our rights, property, and the safety of our staff, customers, and the public, and to prevent or detect fraud or misuse.

Data Sharing and Processors

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your data in accordance with our instructions and are required to implement appropriate security measures. Typical processors may include:

IT and hosting providers who support our systems, website, and data storage. Payment processors and financial service providers who handle payments, refunds, and transaction processing. Customer relationship or booking system providers used to manage enquiries, quotes, and bookings. Professional advisers such as accountants or legal advisers where necessary for business and compliance purposes.

We may also share your data with third parties acting as independent controllers where necessary, including public authorities, regulators, or law enforcement agencies when required by law or to protect our legal rights, and other service providers involved in delivering your service, for example where we coordinate with a subcontractor or partner to complete a job. In such cases we only share what is necessary for the relevant purpose.

International Transfers

Where our use of a processor or service provider involves transferring personal data outside the United Kingdom or European Economic Area, we will take appropriate steps to ensure that your data remains protected in line with data protection laws. This may include using standard contractual clauses or ensuring that the country has an adequate level of protection as determined by the relevant authorities.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or to comply with legal, accounting, or reporting obligations. In general:

Basic booking and invoicing records are usually retained for a number of years to meet tax and accounting requirements. Communication records and general enquiry details may be kept for a reasonable period to manage follow-up queries, ensure service quality, and maintain business records. In assessing retention periods, we consider the nature of the data, the purposes for which it was collected, any legal obligations, and our legitimate business needs.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. Measures include access controls, secure storage, and limiting access to personal data to those staff and processors who have a business need to know. While we take reasonable steps to protect your data, no system can be completely secure, and we cannot guarantee absolute security of information transmitted to or from us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but in general include:

Right of access: You can request confirmation of whether we process your personal data and, if so, request a copy of that data. Right to rectification: You can ask us to correct or complete inaccurate or incomplete personal data. Right to erasure: In certain circumstances, you can request that we delete your personal data. Right to restriction: You can request that we restrict the processing of your personal data in specific situations. Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may ask to receive your personal data in a structured, commonly used, machine-readable format and to have it transmitted to another controller where technically feasible. Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities. Where processing is based on consent, you also have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is generally the Information Commissioner's Office.

Children

Our services are not directed at children. We do not knowingly collect personal data relating to individuals under the age of 18 except where necessary to provide services arranged by or through an adult customer. If you believe we have collected personal data from a child inappropriately, you should contact us so that we can investigate and take appropriate action.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities, or applicable law. When we make changes, we will revise the date of the latest version and take appropriate steps to inform you of any significant changes that may affect you. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.

Contact and Queries

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, you can contact Man With a Van West Kensington using the contact details available on our usual customer communication channels. We will respond to your query and, where applicable, assist you in exercising your data protection rights.