Privacy Policy

Man with Van Knightsbridge Privacy Policy

This Privacy Policy explains how Man with Van Knightsbridge collects, uses, stores and protects personal data relating to our customers and prospective customers in the Knightsbridge area. It also explains the lawful bases on which we process personal data, how long we keep it, when we may share it with data processors, and the rights that individuals have under data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all services offered by Man with Van Knightsbridge to customers and potential customers in the area, including quotations, bookings, removals, delivery services and related customer support activities.

Data Controller

For the purposes of applicable data protection laws, Man with Van Knightsbridge is the data controller in respect of the personal data that we collect and use in connection with our services. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with data protection law.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you contact us, request a quotation, make a booking, use our services or communicate with us in any way:

Identification and contact details, such as your name, title, postal address, service address, email address and any other contact information you choose to provide.

Service and booking information, such as details of the move or transport service you request, collection and delivery addresses, property access details, dates and times of services, inventory information and special instructions related to your booking.

Communication data, such as the content of emails, messages or letters you send to us, and any notes we make in the course of providing customer service or handling enquiries, feedback or complaints.

Payment and transaction data, such as payment method and records of payments made and received in relation to our services. We do not store full card details when payment is processed through third-party payment providers.

Technical and usage information, which may include details about how you interact with our website or online enquiry forms, such as the date and time of access, page views, and basic device or browser information, where this is collected through cookies or similar technologies.

How We Collect Personal Data

We may collect personal data directly from you when you contact us by telephone, through online forms, by email, in writing or in person. We may also collect data in the course of carrying out a home visit, property survey or on-site assessment when preparing or fulfilling a quotation.

In some cases, we may receive personal data about you from third parties, for example if you are not the person making the booking but are the recipient of the service, or if a third party refers you to us. In such situations we will treat this data in accordance with this Privacy Policy.

Lawful Bases for Processing

We will only process your personal data where we have a lawful basis to do so under data protection law. The main lawful bases on which we rely are:

Contract. We process personal data where this is necessary to enter into or perform a contract with you, for example to provide a quotation, manage your booking, carry out removals or deliveries, and handle payments and billing.

Legal obligation. We process certain personal data to comply with legal and regulatory obligations, such as record keeping, tax and accounting requirements, and to respond to lawful requests from authorities.

Legitimate interests. We process personal data where this is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This includes managing and improving our services, responding to enquiries, protecting our business against fraud or misuse, and maintaining accurate records of our operations.

Consent. In limited cases we may rely on your consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotations and estimates for our services in response to your requests.

To manage bookings and deliver removal, transport and related services, including planning routes, allocating staff and vehicles, and arranging access to properties.

To communicate with you about your enquiries, bookings, changes to services, and any issues or questions that may arise.

To manage payments, invoicing, receipts and any associated financial administration.

To improve our services, operations and customer experience, including internal analysis, training and quality control.

To handle complaints, disputes or claims and to enforce or defend our legal rights.

To comply with any applicable legal or regulatory obligations placed upon us.

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 personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your data.

Typical categories of processors may include:

IT and hosting service providers who support our systems, website, data storage and communications.

Payment service providers who process card or online payments on our behalf.

External professional advisers, such as accountants, where access to limited customer data is required for accounting or audit purposes.

We may also share personal data where required by law, for example with law enforcement, regulatory bodies or public authorities, or in connection with legal proceedings or the exercise or defence of legal claims.

We do not sell or rent your personal data to third parties.

Data Retention

We keep your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting or reporting requirements.

In general, contact, booking and invoice records will be retained for a period that aligns with relevant legal and tax obligations. Communications and service-related correspondence may be retained for a period necessary to resolve enquiries, manage our relationship with you, and address any complaints or disputes.

When personal data is no longer required for the purposes for which it was collected, we will securely delete, anonymise or otherwise remove it from our systems.

Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to provide a level of security appropriate to the risks presented by the processing of personal data.

While we take reasonable steps to protect your personal data, no system or method of transmission can be guaranteed to be completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.

International Transfers

Where we engage service providers located outside the United Kingdom or the European Economic Area, or where personal data is stored or accessed from such locations, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws. This may include the use of standard contractual clauses or other approved mechanisms to ensure an adequate level of protection.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights include:

The right of access. You have the right to request confirmation as to whether we process your personal data, and to request a copy of the personal data we hold about you.

The right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

The right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

The right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.

The right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests as our lawful basis, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

The right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you have the right to request that we provide your personal data in a structured, commonly used and machine readable format and, where technically feasible, to transmit it to another controller.

You also have the right to withdraw consent at any time where we rely on consent to process your personal data. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have any questions about how we handle your personal data, you can contact us using the contact details provided on our website or in your booking documents. We may need to verify your identity before responding to certain requests to ensure that personal data is not disclosed to anyone who does not have the right to receive it.

You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you believe that your rights have been infringed. In the United Kingdom this is generally the Information Commissioner's Office. We would, however, appreciate the opportunity to address your concerns directly before you contact the authority, and we encourage you to contact us in the first instance.

Changes to This Privacy Policy

We may update or amend this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any changes will be effective from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we process and protect your personal data.

By using the services of Man with Van Knightsbridge in the area and providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy and that your data will be processed as described here.