Privacy Policy
Man with Van Kilburn Privacy Policy
This Privacy Policy explains how Man with Van Kilburn collects, uses, stores and shares personal data when providing moving, transport and related services. It applies to all Man with Van Kilburn customers and prospective customers in the Kilburn area, as well as anyone contacting us about our services.
Who we are and scope of this policy
Man with Van Kilburn is a local service provider offering man and van, removals and related services to residential and business customers in the Kilburn area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, we act as the data controller for the personal data described in this Privacy Policy.
This Privacy Policy covers personal data processed through our customer communications, quotations, bookings, service delivery, invoicing, and general business operations related to customers in the Kilburn area.
Personal data we collect
We may collect and process the following categories of personal data:
Identification and contact details, such as name, title, billing address, collection and delivery addresses, and preferred contact methods. Communication data, such as information provided when you request a quote, make a booking, or contact us with questions, feedback or complaints. Service and booking information, such as details of the items to be moved, access information for properties, preferred dates and times, and any special instructions related to the service. Transaction data, such as records of services provided, amounts charged, payment status and basic payment references. We do not store full card details. Technical and usage data, such as basic information about how you interact with our website or online forms, where relevant and subject to applicable cookie and tracking rules.
How we collect personal data
We collect personal data in the following ways:
Directly from you when you contact us by phone or through any online or written enquiry, request a quotation, make a booking, or communicate with us before, during or after a move. Indirectly from third parties when another person books a service on your behalf, recommends you, or provides your details as a point of contact for access at a property. Automatically through limited technical information when you use our website or digital tools, subject to your device settings and any applicable consent.
Lawful bases for processing
We process personal data only where we have a valid lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:
Contract performance. We process personal data where it is necessary to enter into and perform a contract with you. This includes providing quotations, confirming bookings, delivering moving services, communicating before and during your move, and handling payments and invoices.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, keeping appropriate records, handling enquiries and complaints, and protecting our legal rights.
Legal obligations. We process personal data where necessary to comply with legal and regulatory requirements, including tax and accounting rules and responding to lawful requests from public authorities.
Consent. In limited cases, we may rely on your consent, for example where required for certain types of direct marketing or optional communications. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing before consent was withdrawn.
How we use your personal data
We use personal data for the following purposes:
To provide quotations and respond to enquiries. To create, confirm and manage bookings and service appointments. To plan and carry out moves, including arranging access, parking and any special handling needs. To communicate with you about your booking, changes to services, and after-service follow up. To issue invoices, process payments and maintain proper business and financial records. To manage customer relationships, address feedback or complaints, and improve the quality of our services. To comply with legal and regulatory obligations and to establish, exercise or defend legal claims where necessary.
Data sharing and processors
We may share personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy. These parties may act as data processors and only process personal data on our documented instructions.
Categories of recipients may include:
Service partners and subcontractors who help us deliver moving and transport services, such as additional drivers, helpers or vehicle providers, where they need basic contact and address details to fulfil your booking. Professional advisers, such as accountants or legal advisers, where this is necessary for accounting, tax, legal or business management purposes. Payment and billing service providers who process payments and related transaction data on our behalf. Technology and hosting providers who support our website, booking systems or digital storage, where they may have controlled access to personal data as part of providing their services.
Where we use processors, we ensure that appropriate contracts and safeguards are in place to protect your personal data and to require them to keep it secure and confidential.
International transfers
Where personal data is transferred outside the United Kingdom or the European Economic Area, we take steps to ensure that an adequate level of protection is provided. This may include relying on adequacy regulations or putting in place appropriate safeguards, such as standard contractual clauses approved by relevant authorities, in accordance with data protection law.
Data retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.
In general, quotation and booking information, including related communications, is retained for a period that allows us to manage our relationship with you, deal with any questions or complaints, and demonstrate the history of services provided. Financial and invoicing records are retained for the periods required under tax, accounting and legal obligations. In some cases, we may retain data for longer where necessary to establish, exercise or defend legal claims.
When personal data is no longer needed, we take reasonable steps to delete it or anonymise it so that it can no longer be linked to an identifiable individual.
How we protect your data
We take appropriate technical and organisational measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who have a legitimate business need to know it, using secure storage methods, and regularly reviewing our security practices. While we work to protect your personal data, no transmission or storage system can be guaranteed as completely secure.
Your data protection rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions.
You have the right to request access to the personal data we hold about you and to receive information about how we process it. You have the right to request correction of inaccurate or incomplete personal data. You have the right to request deletion of your personal data where there is no longer a valid reason for us to continue processing it, subject to our legal and contractual obligations. You have the right to object to certain types of processing, including processing based on our legitimate interests, and to ask us to restrict processing in certain circumstances. You have the right to request the transfer of certain personal data to you or another service provider in a structured, commonly used and machine-readable format, where technically feasible and where the legal conditions for portability are met.
Where we rely on consent as a lawful basis, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights or have questions about how we handle personal data, you can contact us using the details provided when you engage our services or through the usual communication channels you have with us.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your rights have been infringed. Where you are located in the United Kingdom, this is generally the Information Commissioner's Office. If you are located elsewhere, you may contact your local data protection authority.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Application to Man with Van Kilburn customers in the area
This Privacy Policy applies to all Man with Van Kilburn customers and prospective customers in the Kilburn area, including individuals and businesses who request information, quotations or services from us. By engaging with us or using our services, you acknowledge that you have read this Privacy Policy and understand how we process your personal data in connection with our moving and transport services.
