Privacy Policy - Man With A Van Kensington

This Privacy Policy explains how Man With A Van Kensington collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Man With A Van Kensington customers in the area, including individuals and businesses that enquire about, book, or receive our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With A Van Kensington acts as a data controller for the personal data we collect in connection with our services. This means we decide why and how your personal information is processed. Where we use third-party companies to support our operations, such as payment processing or accounting, those organisations may act as data processors or, in some cases, independent controllers depending on the service they provide.

2. Personal Data We Collect

We only collect information that is necessary for the services we provide or for compliance with legal obligations. The types of personal data we may collect include:

Identity details such as your name or business name
Contact details such as address, email address, and telephone number
Booking information including collection and delivery addresses, service dates, and job details
Payment information such as billing details and transaction records
Communication records including emails, messages, or notes from calls
Service-related information such as access instructions, property details, and item descriptions
Technical information if you interact with our digital systems, such as basic device or usage data

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or unless we are legally required to do so. Please avoid sharing sensitive information unless it is directly relevant to your booking or service.

3. How We Use Your Data

We process personal data for the following purposes:

To respond to enquiries and provide quotes
To manage bookings and deliver moving or transport services
To process payments and issue invoices or receipts
To communicate with you about service arrangements, changes, or follow-up matters
To maintain records for accounting, tax, and operational purposes
To protect against fraud, misuse, or unlawful activity
To meet legal and regulatory obligations
To improve our services, customer experience, and business operations

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for a compatible purpose or we are legally required to do otherwise.

4. Lawful Basis for Processing

We rely on one or more lawful bases under the UK GDPR to process your data. These include:

Contract

We process your personal data where it is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes handling bookings, arranging services, and communicating about your job.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, internal administration, record keeping, customer support, and fraud prevention.

Legal Obligation

We may process and retain personal data where necessary to comply with legal obligations, including tax, accounting, and regulatory requirements.

Consent

Where required, we will rely on your consent. If consent is used as the lawful basis, you may withdraw it at any time, although this will not affect processing already carried out before withdrawal.

Important: We always aim to ensure that the lawful basis for each processing activity is appropriate, relevant, and limited to what is necessary.

5. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary and appropriate for service delivery, business administration, or legal compliance. These third parties may act as processors on our behalf and are permitted to handle your data only under our instructions and subject to confidentiality and security obligations.

Examples of processors may include:

Payment service providers that handle card or online transactions
Accounting and bookkeeping providers that assist with financial records and tax compliance
IT and cloud service providers that support secure storage or communication systems
Customer management tools used to organise bookings and service records
Professional advisers such as lawyers or insurers where needed

We may also disclose data to law enforcement, regulators, or other public authorities where required by law or where disclosure is necessary to protect our legal rights, customers, staff, or property.

We do not sell your personal data.

6. International Transfers

If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information to a level consistent with UK data protection law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, tax, insurance, and reporting obligations. Retention periods vary depending on the type of information and the reason it was collected.

Booking and service records may be kept for a reasonable period after the service is completed
Financial records are usually retained for the period required by tax and accounting law
Correspondence may be retained for customer service, evidence, or dispute resolution purposes
Technical and security logs may be retained for a limited period for operational and protection reasons

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in accordance with our retention practices.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be limited in some circumstances, but we will always explain our reasons where this occurs.

Right of access – you can request a copy of the personal data we hold about you
Right to rectification – you can ask us to correct inaccurate or incomplete information
Right to erasure – you can ask us to delete your data where it is no longer needed or where the law allows
Right to restriction – you can ask us to limit how we use your data in certain situations
Right to data portability – you may request your data in a structured, commonly used format where applicable
Right to object – you can object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your personal data. We encourage you to raise concerns with us first so we can try to resolve the issue promptly and fairly.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures are designed to be proportionate to the nature of the data we process and the risks involved.

While we take data security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs and it is likely to result in a high risk to your rights and freedoms, we will take appropriate action in accordance with legal requirements.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will take effect when published or otherwise communicated where appropriate. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Commitment

At Man With A Van Kensington, we value privacy, transparency, and responsible data handling. We collect only the personal data needed to provide our services, we process it on appropriate lawful bases, we retain it only for as long as necessary, and we share it only with trusted processors or where required by law. We also respect your rights and aim to deal with all requests in a clear, timely, and lawful manner.

This policy applies to all Man With A Van Kensington customers in the area.