Privacy Policy – Knightsbridge Man And Van

This Privacy Policy explains how Knightsbridge Man And Van collects, uses, stores, shares, and protects personal data when providing removal, transport, and related moving services. It applies to all Knightsbridge Man And Van customers in the area, including individuals, households, landlords, tenants, and businesses that request or receive our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We collect only the personal data necessary to provide our services effectively, manage bookings, and meet legal and operational obligations. The type of information we may collect includes:

Identity details such as your name and title;
Contact details such as telephone number and email address;
Service information such as pickup and delivery addresses, property access details, requested dates, inventory notes, and special handling instructions;
Billing and payment information such as invoicing details, transaction references, and payment status;
Communication records such as emails, messages, call notes, and service-related correspondence;
Customer preferences and instructions relevant to the move or delivery;
Technical information if you interact with our digital systems, including basic device and usage data where applicable.

We do not intentionally collect more information than is necessary. Where you provide information about other people, such as family members, flatmates, employees, or building contacts, you must ensure that you have the authority or appropriate permission to share it with us.

2. How We Use Personal Data

We use personal data for the following purposes:

to prepare quotes and confirm bookings;
to plan, deliver, and manage moving and transport services;
to communicate with you about schedules, access arrangements, and service updates;
to issue invoices and process payments;
to respond to queries, complaints, and after-service support requests;
to maintain internal records and improve service quality;
to comply with legal, regulatory, accounting, and insurance obligations;
to protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We will only use your personal data for the purposes set out in this Privacy Policy or for purposes that are compatible with those stated purposes.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the nature of the interaction, we rely on one or more of the following lawful bases:

Performance of a contract – when processing is necessary to provide a quote, accept a booking, or carry out moving services;
Legitimate interests – when processing is necessary for the operation, security, administration, and improvement of our business, provided that those interests do not override your rights and freedoms;
Legal obligation – when processing is necessary to meet statutory, tax, accounting, or regulatory requirements;
Consent – where we ask for your permission for optional activities and you may withdraw that consent at any time.

If we ever need to process special category data or any particularly sensitive information, we will do so only where a lawful basis applies and where additional safeguards are in place. We do not seek unnecessary sensitive information as part of our standard services.

4. Sharing and Processors

We may share personal data with trusted third parties only when necessary for the operation of our services or where required by law. These third parties act as processors or independent controllers depending on the relationship and purpose of processing.

Examples of processors may include:

IT and hosting providers who support our data storage, communication, and systems maintenance;
Payment service providers who handle transaction processing securely;
Accounting or bookkeeping providers who assist with financial records and tax compliance;
Customer management tools used to organise bookings, schedules, and service notes;
Professional advisers such as legal, insurance, or compliance advisers where necessary;
Subcontracted service partners where they are involved in delivering the moving service.

Where processors handle personal data on our behalf, they are required to follow written instructions, protect the information appropriately, and only use it for the agreed purpose. We do not sell personal data. If disclosure is required by law, court order, or lawful request from public authorities, we may share information to the extent necessary to comply.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including the fulfilment of service obligations and any relevant legal requirements. Retention periods may vary depending on the type of record.

Quotation and booking records are normally kept for a reasonable period to manage customer service, disputes, and operational history;
Invoice, payment, and accounting records are retained for the period required by tax and financial regulations;
Correspondence and service notes are retained as needed for administration, customer support, and complaint handling;
Legal or claims-related records may be kept longer where necessary to defend or establish legal rights.

When personal data is no longer required, it will be deleted, anonymised, or securely destroyed. We review retention regularly to make sure data is not kept longer than necessary.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage practices, staff confidentiality expectations, and data minimisation. While no system can be guaranteed completely secure, we work to maintain appropriate safeguards proportionate to the nature of the information we hold.

7. Your Rights

As a data subject, you have a number of rights under data protection law. Subject to legal limits and exemptions, these may include:

The right to be informed about how your data is used;
The right of access to obtain a copy of the personal data we hold about you;
The right to rectification to correct inaccurate or incomplete data;
The right to erasure in certain circumstances, sometimes called the right to be forgotten;
The right to restrict processing in certain situations;
The right to object to processing based on legitimate interests;
The right to data portability where processing is based on consent or contract and carried out by automated means;
The right to withdraw consent at any time where processing relies on consent;
The right to lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed.

To exercise your rights, you may make a request through the usual customer communication channels used for our services. We may need to verify your identity before responding. Requests will be handled within the time limits required by law, normally within one month, unless the request is complex or numerous.

8. International Transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer complies with applicable data protection law. This may include approved contractual protections or transfers to countries recognised as having adequate data protection standards.

9. Children’s Data

Our services are intended for adults and business customers arranging moving or transport services. We do not knowingly collect personal data from children except where it is necessary in connection with a household move and provided by an adult customer. If we become aware that we have collected data without an appropriate basis, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the way we provide services. Any updates will be applied from the date of publication of the revised version. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

By using Knightsbridge Man And Van services in the area, you acknowledge that your personal data may be processed as described in this Privacy Policy. We are committed to treating your information with care, transparency, and respect.