Privacy Policy

West Kensington Man and Van Privacy Policy

This Privacy Policy explains how West Kensington Man and Van collects, uses, stores, and protects your personal data. It applies to all customers and prospective customers of West Kensington Man and Van in the West Kensington area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise use our services.

Who We Are and Scope of This Policy

West Kensington Man and Van is a man and van removal and transport service operating in the West Kensington area. For the purposes of the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, West Kensington Man and Van is the data controller in respect of the personal data we collect and process about you in connection with our services.

This Privacy Policy covers all personal data processed in connection with our services, whether obtained online, by phone, or in person.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and which services you use. This may include:

Identification and contact details: name, title, postal address, service address, email address, and any other contact details you choose to provide.

Service and booking information: dates and times of requested services, collection and delivery addresses, access details, property type, inventory details or descriptions of items to be moved, special handling requirements, and notes related to your booking.

Communication records: information contained in enquiries, quotations, feedback, complaints, and any correspondence with us by phone, message, or in writing.

Payment-related data: details necessary to process payments such as partial card reference or transaction identifiers, as provided by our payment processor. We do not store full payment card numbers or security codes.

Technical and usage data: limited technical data such as your approximate location, device and browser details, and information about how you interact with our website or online forms, to the extent these are collected through standard logs or similar tools.

How We Collect Your Data

Most of the personal data we process is obtained directly from you when you:

Contact us to ask about our services or request a quote.

Make a booking or confirm a service.

Communicate with us in relation to an existing or past booking.

Provide feedback, leave a review, or submit a complaint.

Some personal data may also be obtained indirectly, for example where a third party arranges a move on your behalf and provides your contact details, or where limited technical information is generated automatically when you access our website.

Lawful Bases for Processing

We will only process your personal data where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, organising and delivering services, processing payments, and managing ongoing customer relations.

Legitimate interests: to pursue our legitimate business interests in a way that does not override your rights and freedoms. This includes managing and improving our services, responding to general enquiries, keeping records of moves for scheduling and operational purposes, and establishing or defending legal claims.

Legal obligation: to comply with applicable laws and regulations, such as tax, accounting, and record-keeping requirements.

Consent: in limited situations where we may rely on your consent, for example for certain types of optional marketing communication. When processing is based on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes, confirm bookings, and deliver our man and van services.

To communicate with you about your enquiry, booking, or any changes to our services.

To manage our schedule, allocate resources, and ensure that your move or transport is carried out safely and efficiently.

To process payments and manage invoices, refunds, and related financial records.

To respond to your questions, feedback, or complaints and to improve our customer service.

To maintain internal records for operational planning, health and safety, and business administration.

To comply with legal and regulatory obligations, including for tax and accounting purposes.

To protect our rights, property, and the safety of our staff, customers, and the public, including in connection with the prevention and detection of fraud or misuse of our services.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, including:

Service providers who act as data processors on our behalf, such as payment processing services, customer management systems, or IT and hosting providers. These processors are only permitted to process your data in accordance with our instructions and must implement appropriate security measures.

Professional advisers such as accountants or legal advisers where necessary for business, legal, or compliance reasons.

Public authorities or law enforcement agencies, where we are required to do so by law or where disclosure is necessary to protect our rights or the rights of others.

Where any data is transferred outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection laws.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, meet legal obligations, and resolve any disputes.

In general:

Booking and service records are typically kept for a period that allows us to respond to queries, manage repeat bookings, and comply with our legal and tax obligations.

Financial records associated with payments, invoices, and refunds are retained for the period required under applicable tax and accounting laws.

Communications relating to complaints or disputes may be kept for a longer period if necessary to establish, exercise, or defend legal claims.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise removed from our systems.

Your Data Protection Rights

You have a number of rights in relation to your personal data under data protection law. Subject to certain conditions and exemptions, these include:

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you.

Right to rectification: you can ask us to correct or update any inaccurate or incomplete personal data.

Right to erasure: you can ask us to delete your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected and we have no legal reason to continue processing it.

Right to restriction: you can request that we restrict the processing of your personal data in certain circumstances, such as while we verify its accuracy or assess an objection.

Right to object: you can object to our processing of your personal data that is based on legitimate interests, including any direct marketing, and we will stop processing unless we have compelling legitimate grounds or a legal requirement.

Right to data portability: in some cases, you may request that we provide your personal data in a structured, commonly used, and machine-readable format or that we transmit it directly to another controller where technically feasible.

Where processing is based on your consent, you have the right to withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures are designed to provide a level of security appropriate to the risks associated with the processing of your data, taking into account the nature of the information and the way it is handled.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the time it is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.