Privacy Policy

Man With a Van Kensington Privacy Policy

This Privacy Policy explains how Man With a Van Kensington collects, uses, stores, and protects personal data relating to customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all individuals and organisations who make enquiries about, book, or use the services of Man With a Van Kensington within our operating area. It applies whether you contact us as a private individual, a business, a landlord, or on behalf of another person or organisation.

Data Controller

For the purposes of data protection law, Man With a Van Kensington is the data controller in relation to the personal data described in this Privacy Policy. As data controller, we are responsible for deciding how we hold and use personal information about you and for ensuring that such use complies with applicable law.

Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and complying with legal obligations. The categories of personal data we may collect include the following.

Identification and contact details, such as your name, title, billing and service addresses, and other contact details you choose to provide. Booking and service details, such as information about the services you request, details of items to be moved, access information for collection and delivery locations, preferred dates and times, and instructions you provide. Transaction and payment details, such as records of payments made and payment status. We do not store full payment card details where payments are processed by third party payment providers. Communication records, such as email correspondence, notes of telephone conversations, and any other information you choose to share with us in connection with our services. Technical and usage information, such as basic device and browser information or how you interact with our online booking forms where this is necessary for security, troubleshooting, or service improvement.

How We Collect Personal Data

We may collect personal data in the following ways. When you contact us directly to request a quote, make a booking, or ask a question about our services. When you complete online forms or provide information through our website or other digital channels. When you interact with us by telephone, messaging, or in writing. When third parties provide information about you in relation to a service we are asked to provide, for example when a managing agent or business books a service on your behalf. When we generate information as part of providing services to you, such as job records and invoices.

Lawful Bases for Processing

We rely on one or more of the following lawful bases under GDPR to process your personal data. Contract. We process personal data where it is necessary to enter into or perform a contract with you, such as providing removal or transport services, issuing quotes and invoices, and communicating with you about bookings. Legal obligation. We may process and retain personal data where necessary to comply with legal or regulatory requirements, such as tax and accounting rules, or to respond to lawful requests from public authorities. Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests include managing and improving our services, handling queries, and maintaining appropriate records. Consent. In limited situations, we may rely on your consent, for example for certain types of direct marketing. Where we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use personal data for the following purposes. To provide our services to you, including assessing your requirements, offering quotes, arranging bookings, carrying out moves and related services, and managing follow up. To manage our relationship with you, including handling enquiries, feedback, and complaints, and providing customer support. To administer our business, including record-keeping, accounts, payment processing, and internal reporting. To improve our services, including reviewing work carried out, monitoring demand, and improving the efficiency and safety of our operations. To communicate with you about changes to our services or this Privacy Policy where necessary. To comply with legal obligations and cooperate with regulators or law enforcement where required by law.

Data Sharing and Processors

We do not sell your personal data. We may share personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties will act as data processors or, in some cases, as independent controllers. Data processors may include providers of payment processing services, providers of business management or accounting software, cloud storage and hosting providers that securely store electronic records, and service providers who assist with administration, security, or IT support. Where we use third party processors, we require them to process personal data only on our documented instructions, to keep it secure, and to comply with applicable data protection laws. We may also share personal data with professional advisers such as accountants or insurers, and with public authorities or law enforcement where we are required to do so by law or where sharing is necessary to protect our rights, safety, or property.

Data Retention

We retain personal data only for as long as is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, accounting, or reporting requirements. In general, we retain basic customer and transaction records for a period consistent with applicable tax and accounting laws. Communications and booking details are typically retained for a period necessary to handle any questions, disputes, or claims that may arise after completion of the services. When personal data is no longer needed for these purposes, we will either delete it securely or anonymise it so that it can no longer be associated with you.

International Transfers

We primarily process personal data within the United Kingdom. If we use data processors or service providers that transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms, to ensure that your data is adequately protected.

Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, or unauthorised disclosure or access. These measures include restricting access to personal data to staff and contractors who have a business need to know, using secure methods for storing and transmitting data, and taking reasonable steps to ensure that our systems and processes remain secure. However, no method of transmission or storage can be guaranteed to be completely secure, and you provide information to us at your own risk.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights include the following. The right of access, which allows you to request confirmation that we hold your personal data and to obtain a copy of that data, together with certain information about how we process it. The right to rectification, which allows you to request that inaccurate or incomplete personal data be corrected or updated. The right to erasure, sometimes called the right to be forgotten, which allows you to request deletion of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to retain it. The right to restriction of processing, which allows you to request that we limit the way we use your data in certain situations. The right to data portability, which allows you to request that we provide certain personal data to you or another organisation in a structured, commonly used, machine readable format. The right to object, which allows you to object to our processing of your personal data where we rely on legitimate interests as our lawful basis or where we process data for direct marketing. The right to withdraw consent, where we rely on consent to process your data. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.

Exercising Your Rights

If you wish to exercise any of the rights described in this Privacy Policy, or if you have any questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our website or in our service documentation. We may need to verify your identity before responding to certain requests in order to protect your privacy and security. We aim to respond to all valid requests within one month, or within any extended period allowed by law where requests are particularly complex or numerous.

Complaints

You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with our handling of your personal data. Further information about your rights and how to make a complaint is available directly from the Information Commissioner's Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our internal practices, or legal requirements. When we make significant changes, we will take reasonable steps to bring them to your attention. The most up to date version of this Privacy Policy will always apply to the personal data we hold and process about you.