Privacy Policy - Knightsbridge Man And Van

This Privacy Policy explains how Knightsbridge Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Knightsbridge Man And Van customers in the area, including prospective customers, current customers, and anyone who has previously used our moving, transport, packing, or related services. We are committed to handling personal data in a lawful, fair, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Knightsbridge Man And Van provides removal and transport services for households and businesses. In order to deliver our services effectively, we may need to collect and use personal data about customers, their representatives, and other individuals connected with a move or delivery. This policy explains what we do with that information and what rights individuals have.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage bookings, communicate with customers, and meet legal and operational obligations. The types of personal data we may collect include:

Identity data such as name and title.
Contact data such as address, email address, and telephone number.
Booking and service data such as collection and delivery details, service preferences, inventory lists, and access requirements.
Payment and transaction data such as billing details, payment status, and transaction history.
Communication data such as emails, messages, call notes, and feedback.
Usage and operational data such as service records, job notes, and delivery confirmations.
Special instructions provided by customers, which may include information needed to manage fragile items, parking access, or timing arrangements.

We do not intentionally collect special category data unless it is provided voluntarily and is genuinely necessary for the service. If such information is shared, we handle it with particular care and only where there is a lawful basis to do so.

3. How We Collect Data

We may collect personal data directly from individuals when they make an enquiry, request a quotation, make a booking, or communicate with us by phone, email, or other means. We may also receive data from:

third parties acting on behalf of a customer;
payment providers;
platforms or referral partners used to arrange services;
publicly available sources where necessary to verify details or prevent fraud.

Where possible, we ensure the information collected is relevant and limited to what is needed for the particular purpose.

4. Lawful Basis for Processing

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

Contract - to provide a quotation, accept a booking, perform a move, manage billing, and fulfil our service obligations.
Legitimate interests - to manage our business efficiently, improve services, prevent fraud, maintain records, and respond to queries, provided these interests are not overridden by the rights and freedoms of individuals.
Legal obligation - to comply with laws relating to accounting, taxation, health and safety, and regulatory requirements.
Consent - where we rely on permission for specific optional processing, such as certain marketing activities. Consent can be withdrawn at any time.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies and a lawful basis exists.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and arrange bookings;
to plan and carry out moving and transport services;
to contact customers about scheduling, access, or service changes;
to process payments and maintain financial records;
to handle complaints, service issues, and feedback;
to comply with legal, tax, and insurance obligations;
to protect our business, staff, and customers;
to improve our services and customer experience.

We do not sell personal data. We also do not use customer data for unrelated purposes without a valid legal reason.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, only where necessary for the delivery of our services or for legal compliance. These may include:

payment processing providers;
accounting and bookkeeping providers;
IT, hosting, and data storage providers;
communication and messaging service providers;
insurance providers and claims handlers;
professional advisers such as accountants or legal advisers;
regulatory authorities, law enforcement, or courts when required by law.

Where we engage processors, we require them to process data only on our instructions, to keep it secure, and to use appropriate technical and organisational safeguards. We enter into contracts or data processing terms with processors where required by law.

All processors are expected to protect personal data and use it only for the agreed purpose.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, including legal, accounting, and reporting requirements. The length of retention depends on the type of data and the reason for processing. In general:

booking and service records are kept for as long as needed to manage the service and handle any follow-up queries;
financial and tax records are kept for the period required by law;
complaint or dispute records may be retained for longer where necessary to defend legal claims or resolve issues;
data no longer needed is securely deleted, anonymised, or destroyed.

We regularly review retention periods to ensure data is not kept longer than necessary. Where records are retained for legal reasons, access is limited to those who need it.

8. Data Security

We use appropriate security measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and operational procedures designed to reduce risk. While no system can be guaranteed completely secure, we take data protection seriously and aim to maintain a high standard of protection.

9. International Transfers

If any personal data is transferred outside the UK, we ensure suitable safeguards are in place so that data remains protected to an adequate standard. This may include the use of approved contractual protections or transfers to countries with an appropriate level of data protection.

10. Your Rights

Individuals whose data we process have a number of rights under data protection law. These rights may apply in different circumstances and are not absolute. They include:

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 situations.
Right to restriction - to ask us to limit how we use your data in certain cases.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to data portability - to request transfer of data you provided to us 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.

If you wish to exercise any of these rights, we will review your request and respond within the time limits required by law. In some cases, we may need to retain certain information where there is a legal obligation or another lawful reason to do so.

11. Marketing Communications

We may send service-related communications that are necessary for booking management or customer support. Where we send marketing communications, we will do so only in accordance with applicable law and, where required, with your consent. You may opt out of marketing at any time. Service messages that are essential to delivery or administration of a booking are not marketing and may still be sent when needed.

12. Complaints

If you have concerns about how your personal data is handled, you may contact us through the appropriate service channels to raise the issue. We will investigate and try to resolve concerns promptly and fairly. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been infringed.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data processing practices. Any updated version will replace the previous one when published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we use personal data.

Summary of Our Commitment

Knightsbridge Man And Van is committed to using personal data responsibly, transparently, and securely. We collect only what we need, use it for clear and lawful purposes, share it only with appropriate processors or authorities when required, keep it only for as long as necessary, and respect the rights of all customers in the area.