South Kensington Man and Van Privacy Policy

This Privacy Policy explains how South Kensington Man and Van collects, uses, stores and protects personal data about customers and prospective customers. It applies to all services provided by South Kensington Man and Van to individuals and businesses in the South Kensington area and surrounding locations.

South Kensington Man and Van is committed to protecting your privacy and handling your personal data in a lawful, fair and transparent way, in accordance with the UK General Data Protection Regulation and applicable data protection laws.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and the services you request. This may include:

Identification and contact details, such as your name, address, service address, billing address, and any other contact details you choose to provide.

Service and booking information, such as dates and times of moves or deliveries, collection and drop-off locations, property access details, service preferences, inventory lists you provide, and any special instructions.

Communication records, including information you provide when you contact us to request a quote, make a booking, ask a question, submit feedback or make a complaint.

Payment-related information, such as records of payments, amounts, dates and methods. We do not retain full payment card details when payments are processed through secure third-party payment providers.

Technical and usage data, which may include basic information generated when you visit our website, such as device type, approximate location, and pages viewed, collected through standard web technologies and server logs.

Lawful Basis for Processing

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

Performance of a contract: We process your personal data to provide you with our man and van services, including making bookings, confirming appointments, planning routes, carrying out moves or deliveries, issuing invoices and managing any follow-up work.

Legitimate interests: We process personal data to manage and improve our business operations, maintain accurate records, respond to enquiries, prevent fraud, ensure the security of our services and vehicles, and handle complaints or disputes. We balance these interests against your rights and freedoms.

Legal obligations: We may process and retain certain personal data to comply with legal and regulatory requirements, including tax, accounting and record-keeping obligations.

Consent: In limited situations, we may ask for your consent, for example for certain types of marketing communication. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in your booking confirmation or other correspondence.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including arranging and carrying out man and van bookings, deliveries and collections, and managing any changes or cancellations.

To communicate with you, including providing quotes, confirming bookings, sending service-related updates, and responding to your questions or complaints.

To manage our business, including scheduling and allocating vehicles and staff, improving our services, training team members, and maintaining accurate internal records.

To process payments and maintain financial records, including issuing invoices, handling payment queries, and managing chargebacks or refunds where applicable.

To meet legal duties, including tax and accounting requirements and responding to lawful requests from authorities where we are required to do so.

To protect our rights, property and safety, for example in relation to suspected fraud, theft, damage to property or other disputes.

Data Sharing and Processors

We sometimes share personal data with carefully selected third parties who help us provide our services and run our business. These third parties act as data processors and only process personal data on our instructions. They are required to keep your personal data secure and to use it only as necessary to perform the services they provide to us.

Examples of such third parties may include:

IT and hosting providers who support our website, booking systems, email and data storage.

Payment service providers who process payments securely on our behalf.

Professional advisers, such as accountants, where access to limited personal data is necessary for them to provide their services.

We may also need to share personal data where required by law, for example with law enforcement, courts or regulatory authorities, or in the context of legal claims.

We do not sell your personal data to third parties for their own marketing purposes.

International Data Transfers

Our main operations are based in the United Kingdom. If any of our service providers are located outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place before any personal data is transferred, such as using standard contractual clauses or ensuring that the destination country has an adequate level of data protection.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes we collected it for, including to provide services, respond to enquiries, and meet legal, accounting and reporting obligations.

In general, booking and service-related information is kept for a period that allows us to respond to queries, manage any disputes and comply with tax and accounting rules. After this period, personal data is securely deleted or anonymised so that it can no longer be linked to an identifiable person.

The specific retention period may vary depending on the type of data, the services provided and legal requirements. We review our retention periods regularly to ensure that data is not kept longer than necessary.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or destruction. These measures include restricting access to personal data to those who have a business need to know it, using secure systems and taking steps to ensure that our staff and processors understand and comply with their data protection responsibilities.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all South Kensington Man and Van customers in the South Kensington area, subject to certain limitations and exemptions in the law. Your rights include:

Right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data, along with information on how we use it.

Right to rectification: You can ask us to correct or update inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to keep it.

Right to restriction of processing: You can ask us to restrict how we use your personal data in certain situations, for example while we are considering a request to rectify or erase your data.

Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or ask us to transfer it to another service provider where this is technically feasible.

Right to object: You can object to certain types of processing based on our legitimate interests, including direct marketing. Where you object, we will stop processing your personal data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is required for legal claims.

Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing that took place before consent was withdrawn.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, or if you have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided in your booking confirmation or any other communication you have received from South Kensington Man and Van.

We may need to verify your identity before responding to your request to ensure that your personal data is not disclosed to someone who is not entitled to receive it.

Right to Complain

If you are concerned about how we handle your personal data, we would encourage you to contact us first so that we can try to resolve your concerns. You also have the right to lodge a complaint with the UK data protection authority. Details of how to do this can be found on the website of the Information Commissioner’s Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal or regulatory developments, or improvements in how we communicate information about our data practices. Any changes will take effect when the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.