Privacy Policy - Southkensington Man And Van

This Privacy Policy explains how Southkensington Man And Van collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and related services. It applies to all Southkensington Man And Van customers in the area, including individuals, households, landlords, tenants, businesses, and any other persons who use or enquire about our 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 data that is relevant and necessary for providing our services and managing our business operations.

1. Who We Are

Southkensington Man And Van provides moving, collection, delivery, loading, unloading, packing support, and associated transport services. In the course of operating these services, we may process personal data about customers, prospective customers, property owners, recipients, and other individuals connected to a booking or enquiry.

For the purposes of data protection law, we act as a data controller for the personal data we determine the purposes and means of processing.

2. Personal Data We Collect

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

Identity data: name, title, and in some cases proof of identity where required for security or service verification.
Contact data: address, email address, telephone number, and delivery or collection address.
Booking and service data: service type, moving dates, inventory details, access instructions, special handling requirements, and notes provided by you.
Payment data: billing details, payment confirmations, and limited transaction records. We do not store card details unless strictly necessary and securely managed by a payment provider.
Communication data: messages, email correspondence, call notes, and complaint or feedback information.
Operational data: vehicle allocation, route planning, staff assignment, service records, and job completion details.
Technical data: limited device or usage information if you contact us through digital systems that log basic metadata.
Special category data: we do not intentionally collect special category data such as health information unless you choose to provide it for a specific operational reason, for example to support access arrangements or safe handling requirements. Where such data is provided, we will process it only where permitted by law and with appropriate safeguards.

We may receive personal data directly from you, from someone arranging services on your behalf, from property managers, from business clients, or from third parties involved in the service delivery process.

3. How We Use Personal Data

We use personal data to operate our services and manage our relationship with customers. This includes:

responding to enquiries and providing quotations;
managing bookings and scheduling moves;
delivering services safely and efficiently;
handling payments, invoicing, and account administration;
communicating service updates, delays, or changes;
resolving complaints, disputes, or claims;
maintaining business records and internal reporting;
meeting legal, tax, accounting, insurance, and regulatory obligations;
protecting our business, staff, customers, and property;
preventing fraud, misuse, or unlawful activity.

We only process personal data for purposes that are compatible with the reason it was collected. We do not use personal data for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

We rely on one or more of the following lawful bases under UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, and managing payments.

Legal Obligation

We may process personal data where required to comply with tax, accounting, insurance, transport, safety, or other legal obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service planning, record keeping, fraud prevention, quality control, and business protection.

Consent

Where required by law, we will ask for your consent before processing certain data. If consent is relied upon, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Data Sharing and Processors

We may share personal data with trusted third parties who support our operations. These parties act as processors or independent controllers depending on the circumstances.

Examples of processors may include:

payment service providers;
IT and cloud storage providers;
booking, scheduling, and customer management system providers;
email and communications service providers;
accounting and invoicing software providers;
professional advisers such as accountants, insurers, or legal advisers;
subcontracted drivers or logistics partners acting on our instructions where relevant.

We require processors to handle personal data securely, only use it for agreed purposes, and comply with data protection law. We do not sell personal data.

We may also disclose personal data where necessary to law enforcement, regulators, courts, insurers, or other authorities when we are legally required or permitted to do so.

6. International Transfers

In some cases, personal data may be processed by providers located outside the UK. Where this happens, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, to protect your data to a standard consistent with UK GDPR.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and operational requirements. Retention periods depend on the nature of the data and the context in which it is processed.

Booking and service records: retained for a period reasonably necessary to manage repeat services, queries, and records of work completed.
Financial and tax records: retained for the period required by law.
Complaints and claims: retained for as long as needed to investigate and resolve them, and for any applicable limitation period.
Communication records: kept for a limited time unless needed for ongoing service, dispute resolution, or legal purposes.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, misuse, or disclosure. These measures may include access controls, secure storage, limited permissions, staff awareness, and vendor oversight.

Although we take reasonable steps to safeguard data, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to pose a risk to your rights and freedoms, we will respond in line with legal requirements.

9. 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 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 restrict processing: to ask us to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format, where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making: to not be subject to decisions based solely on automated processing where applicable.

These rights are not absolute and may be subject to legal exceptions. We may ask for information to verify your identity before responding to a request.

10. Marketing

If we send marketing communications, we will do so only where permitted by law. You can object to marketing at any time. Where required, we will obtain your consent before sending electronic marketing. We do not share personal data for third-party marketing purposes without a lawful basis.

11. Children’s Data

Our services are generally intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is necessary for a service arrangement and provided by an adult with responsibility for that arrangement.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. The most recent version will apply to the personal data we process. We encourage customers to review this policy periodically.

13. How to Exercise Your Rights

If you wish to exercise your rights, raise a concern, or request further information about how we process personal data, you may contact us through the usual service communication channels used for your booking or enquiry. We will respond in accordance with applicable data protection law and within the required timeframes.

If you are dissatisfied with our response, you also have the right to complain to the UK Information Commissioner’s Office (ICO), the supervisory authority responsible for data protection matters in the United Kingdom.

14. Summary of Our Commitment

Southkensington Man And Van is committed to using personal data responsibly, securely, and only where lawful. We collect only what we need, keep it only for as long as necessary, and protect it with appropriate safeguards. Our aim is to provide reliable moving services while respecting privacy and maintaining compliance with data protection law.

This Privacy Policy applies to all Southkensington Man And Van customers in area.