Privacy Policy - Man With Van Westkensington

This Privacy Policy explains how Man With Van Westkensington collects, uses, stores, shares, and protects personal data in connection with our removals, man and van, delivery, loading, unloading, packing, and related moving services. This policy applies to all Man With Van Westkensington customers in the area, including individuals, families, landlords, tenants, students, homeowners, and businesses that use our services or interact with us during the provision of our services.

We are committed to handling personal data 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

For the purposes of data protection law, Man With Van Westkensington acts as the data controller for the personal information we collect and use when providing our services. This means we decide how and why your personal data is processed.

We only process personal data that is relevant and necessary for operating our business, delivering services, managing enquiries, and meeting legal or contractual obligations.

2. Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and the services requested.

Information you provide directly

Identity details such as your name
Contact details such as telephone number and email address
Address details including pickup, delivery, billing, or storage locations
Service details such as moving date, property access information, inventory notes, and special handling instructions
Payment details where needed for billing and payment processing
Communication records such as enquiries, complaints, or service-related messages

Information we collect automatically or from third parties

Technical data such as device type, IP address, and basic browsing information if you contact us through digital channels
Transaction and service data related to bookings, invoices, and completed services
Verification or reference data where required to confirm identity, prevent fraud, or support safe service delivery
Location-related information necessary for route planning, service delivery, and access arrangements

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for the service, for example where you share information that affects access or care requirements. In such cases, we handle it with extra care and only where permitted by law.

3. How We Use Your Data

We use personal data only for clear and legitimate purposes, including the following:

To respond to enquiries and provide quotes
To manage bookings and schedule services
To carry out moving, transport, packing, or related services
To communicate about service changes, delays, or access issues
To issue invoices, process payments, and manage account records
To maintain internal records and business administration
To improve our services, processes, and customer experience
To comply with legal, tax, accounting, and regulatory obligations
To prevent fraud, misuse, or unlawful activity
To resolve disputes and handle complaints

We only use your personal data in ways that are compatible with the purpose for which it was collected, or where we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes arranging quotes, confirming bookings, delivering services, and handling payments.

Legal obligation

We may process data where necessary to comply with legal duties, including tax compliance, accounting requirements, record keeping, and responses to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, fraud prevention, and maintaining secure operations.

Consent

Where required by law, we may rely on your consent. If we do, you may withdraw that consent at any time. Withdrawing consent will not affect processing already carried out lawfully before withdrawal.

5. How We Share Personal Data

We do not sell your personal data. We may share it only where necessary and proportionate for the purposes set out in this policy.

We may share data with:

Service providers and processors who assist with administration, payment handling, communication, storage, accounting, or operational support
Professional advisers such as accountants, insurers, legal advisers, or auditors
Authorities or regulators where required by law or to protect our legal rights
Third parties involved in a move such as building managers, landlords, or access-controlled facilities where it is necessary to complete the service

Any third party that processes personal data on our behalf is required to do so under appropriate data protection terms and only in line with our instructions.

6. Processors

We may use processors, meaning external companies or individuals that process personal data on our behalf. Processors may support functions such as:

Booking and scheduling systems
Payment processing and invoicing
Accounting and bookkeeping services
Email or communication tools
Data storage and backup services
IT maintenance and cybersecurity support

We only appoint processors that provide sufficient guarantees of confidentiality, security, and compliance with GDPR requirements. We remain responsible for the personal data we process and ensure processors only use data for authorised purposes.

7. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent lawful protections. We take steps to ensure your data continues to receive a level of protection consistent with UK data protection law.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, insurance, or reporting requirements.

Retention periods vary depending on the type of record and why it is held. For example:

Quote and enquiry records may be retained for a limited period to manage follow-up and customer service
Booking, invoice, and payment records may be retained for statutory accounting and tax periods
Communication records may be kept to resolve disputes or improve service quality
Safety, incident, or insurance-related records may be retained for longer if needed for legal claims or compliance

When data is no longer needed, it is securely deleted, anonymised, or destroyed.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices.

Although no system can be guaranteed completely secure, we take data protection seriously and regularly review our practices to reduce risk.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access - to request a copy of the data we hold about you
Right to rectification - to ask us to correct inaccurate or incomplete information
Right to erasure - to request deletion of data in certain circumstances
Right to restriction - to ask us to limit how we use your data in certain situations
Right to object - to object to processing based on legitimate interests or direct marketing
Right to data portability - to request transfer of certain data in a structured format
Right to withdraw consent - where processing is based on consent

These rights are not absolute, and they may be subject to legal exceptions or limitations. We will assess each request carefully and respond within the required timeframes.

If you wish to exercise any of these rights, we may need to verify your identity before responding.

11. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement made by a parent, guardian, or responsible adult. If we become aware that we have collected data improperly, we will take appropriate steps to remove it.

12. Complaints and Further Rights

If you believe your personal data has been handled improperly, you have the right to raise a complaint with the relevant data protection authority. We encourage you to raise concerns with us first so we can address the issue promptly and fairly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or data handling practices. The most current version will apply to the use of personal data by Man With Van Westkensington.

We recommend reviewing this policy periodically to stay informed about how we protect personal data.

14. Summary of Our Commitment

We are committed to handling customer information responsibly, securely, and transparently. We collect only the personal data we need, use it for clear and lawful purposes, retain it only as long as necessary, and ensure that any processors we use are bound by appropriate safeguards. This policy applies to all Man With Van Westkensington customers in area and is designed to support your rights under data protection law.

Privacy, security, and compliance are central to how we operate, and we aim to process all personal data with care, fairness, and respect.