Privacy Policy - Man And Van Kensington

Man And Van Kensington is committed to protecting the privacy and personal data of all customers in our service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide removals, deliveries, transport, packing, and related services. It applies to all Man And Van Kensington customers in the area, including anyone who makes an enquiry, requests a quote, books a service, or otherwise interacts with us.

1. Who we are

For the purposes of applicable data protection law, Man And Van Kensington acts as the data controller for personal information collected in connection with our services. This means we decide why and how your personal data is processed. We are committed to handling personal data in a lawful, fair, and transparent way and to respecting your rights under the UK GDPR and the Data Protection Act 2018.

2. Information we collect

We may collect and process the following categories of personal data:

Identity information such as your name and title.
Contact information such as your address, email address, and phone number.
Service details such as pickup and delivery locations, moving dates, inventory details, property access information, and service preferences.
Payment information such as billing details and transaction records, where required to complete a booking or process payment.
Communication records including enquiries, correspondence, complaints, service updates, and feedback.
Technical information where relevant, such as basic website or device-related data used for security, performance, or analytics purposes.

We generally collect personal data directly from you when you contact us, submit information for a quote, confirm a booking, or communicate with us during the provision of our services. In some cases, we may receive information from third parties where this is necessary to fulfil a booking or manage a service request.

3. How we use your personal data

We use personal data only where we have a valid legal reason to do so. Typical purposes include:

providing quotations and responding to enquiries;
managing bookings and carrying out removals or van services;
planning routes, staffing, timing, and logistics;
processing payments and maintaining financial records;
communicating with you about your service;
handling complaints, disputes, or insurance matters;
meeting legal, accounting, and tax obligations;
improving our operations, customer experience, and service quality;
protecting our business, staff, customers, and property from fraud or misuse.

4. Lawful basis for processing

Under data protection law, we must identify a lawful basis for each processing activity. Depending on the situation, we may rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging transport, completing the service, and handling payment.

Legal obligation

We may process data to comply with laws and regulations, including tax, accounting, record-keeping, and other legal requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include managing operations, preventing fraud, improving services, and maintaining secure records. When we rely on this basis, we balance our interests against your privacy rights.

Consent

In limited circumstances, we may ask for your consent, for example for certain optional communications or specific processing activities. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing your personal data

We may share personal data with carefully selected processors and other third parties who support the delivery of our services. These may include:

Payment processors that handle transactions securely;
IT and hosting providers that support secure storage, email, and business systems;
Administrative service providers that assist with scheduling, invoicing, or record management;
Professional advisers such as accountants, insurers, or legal advisers where necessary;
Regulatory or legal authorities where disclosure is required by law or needed to protect our rights;
Subcontractors or operational partners involved in carrying out a booking, where relevant and only to the extent needed.

All processors are required to handle personal data securely, use it only for specified purposes, and follow instructions consistent with applicable data protection law. We do not sell your personal data.

6. International transfers

Where personal data is transferred outside the United Kingdom, we take appropriate safeguards to ensure it remains protected. These safeguards may include the use of approved contractual protections, adequacy decisions, or other lawful transfer mechanisms. We only transfer data when necessary and when suitable privacy protections are in place.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of data and the purpose for which it is held.

In general:

booking and service records are retained for as long as needed to manage the relationship and resolve any issues;
financial and transaction records are kept for the period required by law;
communications may be stored for a reasonable period to manage follow-up matters and service history;
where data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of safely.

We review retained data periodically to ensure it is not kept longer than necessary. Retention is always based on operational need and legal requirement, not convenience.

8. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our systems and procedures. While no system can be guaranteed completely secure, we take data protection seriously and work to reduce risk wherever possible.

9. Your rights

Depending on the circumstances and the legal basis used, you have the following rights regarding your personal data:

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 the way we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format and have it transferred where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request in line with applicable procedures. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Children’s data

Our services are intended for adults and business or household customers arranging removals or transport. We do not knowingly collect personal data from children as part of our ordinary service activities. If we become aware that such data has been collected without appropriate authorisation, we will take steps to delete it where required.

11. Automated decision-making

We do not generally use fully automated decision-making or profiling that produces legal or similarly significant effects. If this position changes, we will update this policy and provide the information required by law.

12. Changes to this policy

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

13. Complaints and concerns

If you have concerns about how your personal data is handled, we encourage you to raise them with us so we can address the issue. You also have the right to complain to the relevant data protection authority if you believe your rights have been infringed. We are committed to cooperating with any lawful request or investigation and to maintaining a privacy-first approach in all aspects of our work.

In summary, Man And Van Kensington processes personal data lawfully, fairly, and securely, with clear purposes, appropriate retention periods, trusted processors, and respect for your rights. This policy applies to all Man And Van Kensington customers in area and is designed to meet GDPR requirements while supporting efficient and reliable service delivery.