Privacy Policy - Southkensington Man And Van

This Privacy Policy explains how Southkensington Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Southkensington Man And Van customers in area, including prospective customers, current customers, and anyone who makes an enquiry or uses our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Southkensington Man And Van provides moving and transport-related services to individuals and businesses. In the course of delivering these services, we may collect and process personal data about customers, household members, authorised representatives, and other relevant individuals connected with a booking or enquiry.

2. Personal Data We Collect

We only collect data that is necessary for legitimate business purposes and service delivery. The categories of personal data we may process include:

Identity details: name, title, and any information needed to identify you or confirm a booking.
Contact details: address, email address, telephone number, and preferred communication details.
Booking and service details: collection and delivery addresses, moving dates, property access information, inventory lists, and special handling instructions.
Payment and billing information: records of payments, invoices, and related transaction details.
Communication records: messages, notes from calls, complaints, feedback, and correspondence relating to the service.
Technical data: limited device, browser, or usage information if you interact with us through digital channels, where applicable.
Special category data: we do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily or it is required for service delivery, such as access needs or health-related handling instructions.

We do not seek to collect more information than is required for the purposes described in this policy.

3. How We Use Personal Data

We process personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving services;
to verify instructions and arrange access, loading, and delivery;
to communicate with you about service updates, changes, or issues;
to prepare invoices, process payments, and maintain financial records;
to deal with complaints, claims, and customer support requests;
to improve our services, safety procedures, and operational performance;
to meet legal, accounting, insurance, and regulatory obligations;
to establish, exercise, or defend legal claims where necessary.

We use personal data in a way that is fair, lawful, and transparent. Where possible, we keep processing limited to what is relevant and proportionate for the service being provided.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing personal data. We rely on the following lawful bases, depending on the activity involved:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotations, confirming bookings, carrying out removals, and handling payment administration.

Legal Obligation

We may process data where needed to comply with legal obligations, such as tax, accounting, record-keeping, or lawful requests from public authorities.

Legitimate Interests

We may process personal data for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include service improvement, fraud prevention, operational planning, customer support, and managing business records.

Consent

In limited circumstances, we may rely on your consent, particularly where special category data is involved and no other lawful basis applies. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

We do not use personal data for unrelated purposes. If we need to process your data in a new way, we will ensure there is a valid legal basis before doing so.

5. Data Sharing and Processors

We may share personal data with trusted third-party service providers and processors who assist us in operating our business and delivering our services. These may include:

payment processors;
accounting and bookkeeping providers;
IT, hosting, and data storage providers;
customer management and communication tools;
professional advisers such as insurers, lawyers, and auditors;
subcontractors or operational partners involved in the delivery of a service, where necessary;
regulatory, law enforcement, or public authorities where disclosure is required by law.

Where third parties process personal data on our behalf, they act as processors and are required to handle the data only in accordance with our instructions and applicable data protection law. We seek to ensure that appropriate contractual safeguards are in place to protect personal data.

We do not sell personal data. We only disclose personal data where there is a lawful and necessary reason to do so.

6. International Transfers

If any processor or service provider stores or processes data outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, so that personal data remains protected to the standard required by law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, tax, insurance, and operational requirements. Retention periods may vary depending on the type of record and the purpose of processing.

Quotation and enquiry records: retained for a reasonable period to manage follow-up, customer service, and business administration.
Booking and service records: retained for the period necessary to complete the service and address any post-service issues.
Financial and accounting records: retained for the period required by law and accepted business practice.
Complaints and claims: retained for as long as needed to resolve the matter and any related legal obligations.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with applicable law and internal retention procedures.

8. Your Rights

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

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit processing in certain situations.
Right to object: to object to processing based on legitimate interests.
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 it at any time.

To protect your privacy, we may need to verify your identity before responding to a rights request. These rights are not absolute, and some requests may be limited where the law permits us to retain or process data for valid reasons.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, limited data access, and careful management of third-party processors. While no system can be guaranteed to be completely secure, we take data protection seriously and continually review our safeguards.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing moving services and necessary for the household booking or arrangement. Where such data is processed, it will be handled with care and only as required for the service.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, service arrangements, or data handling practices. The updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Southkensington Man And Van is committed to respecting your privacy, using personal data responsibly, and ensuring that any processing is necessary, proportionate, and lawful. We aim to maintain trust by being transparent about what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

By using our services, you acknowledge that your personal data may be processed in line with this Privacy Policy and applicable data protection law.