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 the services we provide. It applies to all Man And Van Knightsbridge customers in the area, including individuals who request quotes, book services, receive removals or delivery assistance, or otherwise interact with us in relation to our moving and transport services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect information that is necessary for legitimate business purposes and use appropriate safeguards to keep it secure.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity information such as name, title, and business or household details.
Contact information such as address, email address, and telephone number.
Booking and service details including move dates, property access information, inventory lists, special handling instructions, and service preferences.
Payment information such as payment status, billing details, and transaction references. We do not store full card details if payment is processed by a third-party payment provider.
Communication records including enquiries, messages, complaints, and service updates.
Technical data where applicable, such as basic website or device usage information collected through standard security and analytics tools.

We may also receive data from third parties where necessary to deliver our services, such as from referral partners, estate agents, landlords, tenants, or building management representatives, provided they have a lawful basis to share such information.

2. How We Use Personal Data

We use personal data to:

provide moving, transport, and associated customer services;
prepare quotations and confirm bookings;
plan routes, labour, vehicle use, and service logistics;
communicate with customers regarding scheduling, access, and service delivery;
issue invoices and manage payments;
respond to questions, complaints, or claims;
maintain internal records and service quality;
comply with legal, tax, accounting, and insurance obligations;
protect against fraud, misuse, and security incidents.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, managing bookings, carrying out the service, and handling payments.

Legal Obligation

We may process data to comply with legal requirements, including tax, accounting, record-keeping, and regulatory duties.

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 service improvement, operational planning, fraud prevention, customer support, and defending legal claims.

Consent

In limited situations, we may rely on your consent, for example where we ask permission to use optional marketing preferences or non-essential cookies. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data only when necessary and on a need-to-know basis. This may include:

Payment processors that handle secure transactions on our behalf;
IT and cloud service providers that host data, email systems, or business applications;
Accounting and invoicing providers that help us manage financial records;
Operational service partners involved in delivery, storage, or logistics support where required to provide the service;
Professional advisers such as lawyers, insurers, and auditors;
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

Where we use processors, they are required to act only on our instructions, keep data confidential, implement appropriate security measures, and comply with data protection law. We do not sell personal data.

5. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep personal data secure and compliant.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or for the period required by law. Retention periods vary depending on the type of information and the reason for processing.

Customer booking and service records are typically retained for a period needed to manage the service relationship and resolve disputes.
Financial and tax records are retained for the period required under accounting and tax laws.
Complaint or claim records may be kept for longer where necessary to establish, exercise, or defend legal claims.
Enquiry records may be deleted after they are no longer needed, unless they form part of a continuing customer relationship.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Security of Personal Data

We use reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data to authorised personnel only.

While no system can be guaranteed as completely secure, we take data protection seriously and review our safeguards from time to time to maintain an appropriate level of security.

8. Your Rights

Subject to applicable legal conditions, you have the following rights under data protection law:

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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in specific 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, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw that consent at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns directly with us first so we can address them promptly.

9. Children’s Data

Our services are directed to adults and business users. We do not knowingly collect personal data from children unless it is necessary in connection with a household service and provided by an adult customer. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to remove it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. 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 their personal data is handled.

11. Summary of Our Approach

In summary, Man And Van Knightsbridge collects only the personal data needed to deliver services safely and effectively, uses it on clear lawful bases, retains it for appropriate periods, and shares it only with trusted processors or where legally required. We aim to process all personal data with care, transparency, and respect for your rights.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.