Privacy Policy – Man With Van Knightsbridge

This Privacy Policy explains how Man With Van Knightsbridge collects, uses, stores, and protects personal data in connection with its moving, delivery, and related services. It applies to all Man With Van Knightsbridge customers in the area and is intended to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Knightsbridge provides transportation, removals, collection, and delivery services for domestic and commercial customers. In providing these services, we may process personal data about customers, recipients, and other individuals involved in a booking, quotation, or service arrangement. We are the data controller for the personal data we collect and determine the purposes and means of processing.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business purposes and service delivery. The categories of data we may collect include:

Identity data such as name, title, and company name where relevant.
Contact data such as phone number, email address, and correspondence details.
Service data such as pickup and delivery addresses, access instructions, inventory details, item descriptions, preferred dates, and service notes.
Payment and transaction data such as billing information, payment status, invoices, and records of transactions.
Communication data including emails, messages, call notes, complaints, claims, and feedback.
Technical data such as IP address, device type, and basic usage data if you interact with digital systems used for administration.
Special category data only where absolutely necessary and only if you choose to provide it, for example where information is required to accommodate accessibility needs or other service-related requirements. We do not seek to collect special category data as a routine matter.

We do not knowingly collect unnecessary personal data, and we aim to keep all information relevant, accurate, and limited to what is needed for the service.

3. How We Collect Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us, or provide information during the course of a moving service. We may also receive data from third parties where necessary for the performance of a contract, such as a person arranging a move on behalf of another individual, a business client, or payment service providers. In some cases, data may be generated internally through service administration, invoicing, or operational records.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under data protection law. Depending on the circumstances, the lawful basis may include the following:

Contract – processing is necessary to provide a quote, make arrangements, carry out the move, handle payment, and fulfil our obligations under a service agreement.
Legal obligation – processing is necessary to comply with tax, accounting, record-keeping, fraud prevention, or other legal requirements.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing bookings, improving services, maintaining records, handling customer queries, and protecting our business from misuse, provided those interests do not override your rights and freedoms.
Consent – where required by law, for example for certain optional communications or where special category data is provided and a lawful basis of consent is appropriate.

Where we rely on legitimate interests, we always consider the impact on individuals and use only proportionate processing methods.

5. How We Use Personal Data

We use personal data to deliver services efficiently, safely, and lawfully. This includes:

Providing quotations and confirming bookings.
Planning routes, loading arrangements, and service logistics.
Communicating service updates or changes.
Issuing invoices, processing payments, and keeping financial records.
Responding to queries, complaints, and claims.
Preventing fraud, misuse, and unauthorised access.
Maintaining internal records and ensuring quality control.
Meeting statutory, regulatory, and insurance-related requirements.

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

6. Sharing Data and Processors

We may share personal data with trusted processors and service providers who act on our instructions and support the delivery of our services. These may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and cloud storage providers for secure data hosting, email, and systems support.
Scheduling, communications, or customer management tools used for operational efficiency.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Public authorities where disclosure is required by law or necessary for the establishment, exercise, or defence of legal claims.

All processors are required to process data securely, only for the agreed purpose, and in compliance with data protection law. We do not sell personal data.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, tax, and insurance obligations. Retention periods may vary depending on the type of record and the nature of the service. Examples include:

Booking and service records may be retained for a reasonable period after completion to handle follow-up queries or disputes.
Financial records are typically retained for the period required by law for tax and accounting purposes.
Complaints, claims, and dispute records may be retained longer where necessary to establish or defend legal rights.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner. Retention is always limited to what is necessary and proportionate.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, password protection, restricted sharing, staff confidentiality obligations, and secure storage practices. While no system can be guaranteed completely secure, we continually review our safeguards to reduce risk.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect the data in accordance with applicable law. Such safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations depending on the circumstances. They include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to object – you may object to processing based on legitimate interests, and to direct marketing where applicable.
Right to data portability – you may request transfer of certain data in a structured, commonly used, machine-readable format where the legal conditions are met.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK supervisory authority if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a move or delivery arranged by a parent, guardian, or responsible adult. Where children’s data is incidentally involved, we process it only when required for the service and with appropriate care.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practice, or the services we provide. The latest version will apply from the date it is published or otherwise made available. We encourage customers to review it periodically to stay informed about how we process personal data.

13. Summary of Our Commitment

Man With Van Knightsbridge is committed to processing personal data fairly, lawfully, and transparently. We only collect what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and protect it with suitable safeguards. We also ensure that all processors acting on our behalf are contractually bound to keep data secure and use it only as instructed. Above all, we respect the rights of our customers and aim to handle every request in a manner that is lawful, reasonable, and respectful.