Man with Van West Kensington Privacy Policy
This Privacy Policy explains how Man with Van West Kensington collects, uses, stores and protects personal data relating to our customers and prospective customers located in the West Kensington area. It is intended to provide clear information in line with the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all Man with Van West Kensington customers and individuals who make enquiries or bookings for removal, transport or related services in the West Kensington area, whether contact is made by phone, online platforms, written correspondence, or in person.
1. Data Controller
For the purposes of data protection law, Man with Van West Kensington is the data controller of the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed when you engage with our services in the West Kensington area.
2. Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identification and contact details, such as your full name, address, pickup and delivery addresses, and general location information in or around West Kensington.
Communication details, including any information you provide when you communicate with us, such as the content of messages, enquiry details, dates and times of contact, and your preferred method of communication.
Service and booking information, such as details of items to be moved, access information for properties, dates and times of moves, special instructions, and records of services provided or quotations issued.
Payment and billing information, including billing address, payment method details processed via our chosen payment providers, transaction amounts, dates, and related records for accounting and tax purposes.
Technical and usage information, where applicable, such as information generated when you interact with any online profiles or platforms we may use, including device type, approximate location data, and basic log information as provided by those platforms.
3. Lawful Bases for Processing
We process your personal data only where there is a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:
Contract: We process personal data to enter into and perform a contract with you, including providing quotes, confirming bookings, delivering moving services, arranging pick-up and delivery, and managing invoices and payments.
Legal obligation: We process certain information to comply with legal and regulatory requirements, for example maintaining accounting records, tax records, and responding to lawful requests from public authorities.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing our business operations, improving services, handling customer queries and complaints, and maintaining security and fraud prevention.
Consent: In specific cases, we may rely on your consent, for example for particular types of direct marketing or where required by law. Where we rely on consent, you have the right to withdraw it at any time.
4. How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide removal and transport services in the West Kensington area, including planning routes, arranging pick-up and delivery, and carrying out the agreed work safely and efficiently.
To respond to enquiries, provide quotations, confirm availability, and communicate with you about your booking, including any changes, delays or issues.
To manage payments, process invoices, record transactions, and administer our accounts and financial reporting.
To maintain records of services provided, customer interactions, and any disputes or complaints so that we can manage our business, improve our services, and demonstrate compliance with legal obligations.
To protect our operations, including for fraud prevention, security, and the safety of our staff, vehicles and customers.
To send service-related messages that are necessary to fulfil your booking, such as confirmations and reminders. Where required by law, we obtain your consent before sending certain marketing communications.
5. Data Retention
We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
Customer and booking records are generally kept for a period that allows us to manage ongoing services, handle any enquiries or disputes, and comply with applicable limitation periods for legal claims.
Accounting and tax records are kept for the period required by law, which may be several years after the end of the relevant financial year.
Where data is no longer required for the purposes for which it was collected, and we are not required by law to retain it, we will securely delete or anonymise the information.
6. Data Sharing and Processors
We may share personal data with third parties where necessary for the purposes described in this Privacy Policy, and only where appropriate safeguards are in place. These third parties may act as data processors on our behalf or as separate controllers, depending on their role.
Service providers and contractors. We may engage trusted providers to support our operations, such as payment processors, accountants, information technology or administration service providers, and vehicle support services. These providers are only allowed to process personal data in accordance with our instructions and for the purposes of providing their services to us.
Professional advisers. We may share data with professional advisers, such as legal or accounting professionals, where necessary for advice, dispute resolution, or compliance with legal duties.
Public authorities and law enforcement. We may disclose personal data where required by law, regulation, or a valid request from a public authority, or where necessary to protect our rights, property or safety, or the rights, property or safety of others.
We do not sell your personal data to third parties. Any sharing of data is limited to what is necessary for the relevant purpose and carried out in compliance with data protection law.
7. International Transfers
Where any of our service providers or partners are located outside the United Kingdom or the European Economic Area, and personal data is transferred internationally, we will ensure that appropriate safeguards are in place. This may include using standard data protection clauses approved for use in the relevant jurisdiction or ensuring that the recipient is subject to an adequacy decision or other lawful transfer mechanism.
8. Data Security
We take reasonable and proportionate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction. These measures may include access controls, secure storage arrangements, and restricting access to personal data to staff and service providers who need it for the purposes described in this Privacy Policy.
9. Your Data Protection Rights
Under data protection law, individuals whose personal data we process have a number of rights. These rights apply to all Man with Van West Kensington customers and prospective customers in the West Kensington area, subject to certain limitations and conditions in the law.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain related information.
Right to rectification. You have the right to ask us to correct or complete personal data that you believe is inaccurate or incomplete.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests. You also have the right to object at any time to the use of your personal data for direct marketing.
Right to data portability. In certain cases where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a commonly used, machine-readable format, or that we transmit it to another controller where technically feasible.
Where our processing of your personal data is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
10. Complaints
If you have concerns about how we handle your personal data, you can contact us to raise your concerns and we will do our best to address them. You also have the right to lodge a complaint with the relevant data protection supervisory authority, in particular in the country or region where you live, work, or where you believe an infringement of data protection law has occurred.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or our approach to data protection. Any updated version will apply to all Man with Van West Kensington customers and prospective customers in the West Kensington area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we use and protect your personal data.
