Privacy Policy - Man With Van Knightsbridge

This Privacy Policy explains how Man With Van Knightsbridge collects, uses, stores, shares, and protects personal data when providing moving and delivery services. It applies to all Man With Van Knightsbridge customers in the Knightsbridge area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Knightsbridge provides removal, transport, collection, delivery, and related logistics services. In delivering these services, we may process personal data about customers, recipients, property access details, and service arrangements. We act as a data controller for the personal data we collect and decide how and why that information is used.

2. Personal Data We Collect

We only collect information that is necessary for service delivery, customer communication, administration, and legal compliance. The types of data we may collect include:

Identity details such as name and title.
Contact details such as telephone number and email address.
Service information such as pickup and delivery addresses, moving dates, inventory details, and access notes.
Payment and billing data such as invoice details, transaction references, and payment status.
Communication records such as emails, booking enquiries, complaints, and service updates.
Property and logistics information such as floor access, parking instructions, and item descriptions.
Technical data if we receive it through digital systems, such as basic device or browser information used for security and performance purposes.

We do not intentionally collect special category data unless it is strictly necessary and lawful to do so. If such information is incidentally provided, we will treat it with additional care and only process it where a valid legal basis applies.

3. How We Use Personal Data

We use personal data only for legitimate and specified purposes connected with our services. These purposes include:

Managing enquiries and bookings.
Preparing quotations and service confirmations.
Providing moving, transport, and delivery services.
Coordinating schedules, routes, access arrangements, and item handling.
Issuing invoices and maintaining business records.
Responding to customer requests, complaints, and follow-up questions.
Meeting legal, tax, accounting, and insurance obligations.
Protecting the security of our staff, customers, vehicles, and property.

We will not use your personal data for purposes that are incompatible with the reason it was originally collected, unless we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the activity, we 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 managing bookings, carrying out collections and deliveries, and sending service-related updates.

Legitimate Interests

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

Legal Obligation

We may process and retain certain information to comply with laws and regulations, including tax, accounting, transport, and insurance requirements.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for a specific communication or optional service. Where consent is used, you may withdraw it at any time.

5. Sharing Data and Processors

We may share personal data only when necessary and with appropriate safeguards. This may include trusted processors who act on our instructions and help us provide services. Examples of processors may include:

IT and cloud service providers.
Payment and invoicing service providers.
Accounting and bookkeeping providers.
Communication and email service providers.
Vehicle, route planning, or operational support systems.

We require all processors to handle personal data securely, to use it only for the agreed purpose, and to follow applicable data protection laws. We may also share data with professional advisers, insurers, law enforcement bodies, regulators, or courts when required or permitted by law.

We do not sell your personal data. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the reason for processing.

Booking and service records are generally kept for the duration needed to complete the service and handle any follow-up issues.
Financial and invoice records are retained for the period required by tax and accounting laws.
Communication records may be retained for customer service, dispute handling, or record-keeping purposes.
Security-related data is kept only as long as necessary to protect our operations and investigate incidents.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis. Although no system can be guaranteed to be completely secure, we take appropriate steps to reduce risks.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. Subject to certain conditions and exemptions, these rights include:

The right of access to receive a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure to request deletion of your data in certain circumstances.
The right to restrict processing to limit how we use your data in specific situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability to receive certain data in a structured, commonly used format.
The right to withdraw consent where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

9. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is necessary in connection with a customer’s moving arrangements and only where lawful and appropriate. If we become aware that we have collected such data improperly, we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service practices. Any updated version will apply from the date it is made available. We encourage customers in Knightsbridge to review this policy periodically to stay informed about how their personal data is handled.

11. Summary of Key Principles

In summary, Man With Van Knightsbridge processes personal data only when there is a valid reason to do so, keeps it for no longer than necessary, uses processors responsibly, and respects your rights. We aim to maintain a privacy-first approach in every stage of our moving and delivery services, ensuring that customer information is handled with care, transparency, and respect.