Privacy Policy - Man And Van Knightsbridge

This Privacy Policy explains how Man And Van Knightsbridge collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, and transport services. It applies to all Man And Van Knightsbridge customers in the area, including individuals who request a quote, book a service, communicate with us, or otherwise interact with us in relation to our work. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to customers, prospective customers, household members, business clients, suppliers where applicable, and any person whose information is provided to us as part of a move or delivery arrangement. It also applies to all personal data collected during the provision of services in Knightsbridge and surrounding areas where we operate.

By using our services or providing personal data to us, you acknowledge that we will process your information as described in this policy. We aim to keep our processing limited to what is necessary for the delivery and administration of our services.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you interact with us. The categories of information may include:

Identity details: name, title, and where relevant, company name.
Contact details: address, email address, phone number, and preferred communication method.
Service information: moving date, addresses for collection and delivery, inventory details, access information, and service preferences.
Payment information: transaction details, payment status, and billing records.
Communication records: emails, messages, call notes, and records of complaints or enquiries.
Technical data: limited website or device information where relevant, such as IP address or browser type, if collected through digital interactions.
Special category data: we do not ordinarily seek sensitive personal data. If you choose to disclose such information, we will only process it where lawful and necessary.

We generally collect data directly from you, but in some cases we may receive information from third parties such as payment providers, referral partners, estate agents, landlords, or another authorised person arranging a move on your behalf.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and arrange bookings;
to plan and carry out moving or transport services;
to communicate with you about your service;
to manage payments, invoices, and records;
to respond to enquiries, complaints, or service issues;
to maintain internal records and improve service quality;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or unauthorised activity.

We only process personal data where there is a proper legal reason to do so and where the processing is necessary for a specific, legitimate purpose.

4. Lawful Basis for Processing

Under the UK GDPR, we must identify a lawful basis for each activity involving personal data. Depending on the circumstances, we rely on one or more of the following bases:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as arranging a quote, booking a service, delivering items, or issuing invoices.

Legal Obligation

We may process information where required to meet statutory obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is in our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, fraud prevention, and internal record management. We always consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, particularly where it is required for a specific optional use of data. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell personal data. However, we may share data with trusted third parties who assist us in operating our business and delivering services. These third parties act as processors or independent controllers depending on the nature of the arrangement.

Processors may include:

payment service providers;
booking and administration software providers;
IT hosting, cloud storage, and email providers;
professional advisers such as accountants or insurers;
subcontracted movers or logistics partners where necessary for the service;
legal or regulatory authorities where disclosure is required by law.

Where a third party acts as a processor, they are only permitted to handle personal data on our instructions and must implement appropriate security measures. We take reasonable steps to ensure all processors protect data in line with applicable data protection laws.

We may also disclose data where necessary to protect our rights, investigate suspected fraud, enforce agreements, or comply with a lawful request from a public authority.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

In general, we may retain:

booking and service records: for the duration of the service relationship and a reasonable period afterwards;
financial and invoice records: for the period required by tax and accounting laws;
correspondence and complaint records: for as long as needed to handle the matter and defend legal claims if necessary;
technical or usage data: for a limited time needed for security, analysis, or service improvement.

When data is no longer required, we will delete, anonymise, or securely archive it where appropriate. We regularly review stored information to ensure it is not kept for longer than necessary.

7. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, and restricted internal access.

While we take data security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs that may affect your rights and freedoms, we will assess the incident and take action in line with our legal obligations.

8. Your Rights Under Data Protection Law

Depending on the circumstances, you may have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete information.
Right to erasure: to request deletion of your data in certain situations.
Right to restriction: to ask us to limit the way we use your data in certain cases.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: to receive certain data in a structured, commonly used format where legally available.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you make a request, we may need to verify your identity before responding. We will respond within the time limits required by law.

9. International Transfers

If any personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and the transfer complies with applicable data protection law. Such safeguards may include adequacy regulations or standard contractual protections.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where necessary in connection with a household move or where provided by an authorised adult. If we become aware that data has been collected inappropriately, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Key Principles

In summary, Man And Van Knightsbridge processes personal data only when necessary, uses it for clear and lawful purposes, keeps it secure, and retains it only for as long as required. We aim to be transparent about how we handle information and to respect the rights of every individual whose data we process.

By engaging our services, you confirm that you have read and understood this policy and that it applies to your use of our services in the area served by Man And Van Knightsbridge.