Privacy Policy - Man With Van Kensington

Last updated: This Privacy Policy explains how Man With Van Kensington collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and related services. It applies to all Man With Van Kensington customers in the Kensington area, including individuals, households, and business customers who request or receive our services.

1. Introduction

Man With Van Kensington is committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Policy sets out the types of personal data we may collect, the legal bases on which we process it, how long we retain it, who may process it on our behalf, and the rights you have as a data subject.

We only collect and use personal data that is necessary for providing our services, managing customer relationships, meeting legal obligations, and improving the quality and safety of our operations. We do not sell personal data.

2. Data We Collect

Depending on how you interact with us and the services you request, we may collect the following categories of personal data:

Identity data: name, title, and basic identification details.
Contact data: address, email address, and telephone number.
Service data: pick-up and delivery addresses, access details, inventory information, preferred moving dates, and service notes.
Payment data: billing details, transaction references, and payment status. We do not retain full card details unless required by a secure payment provider.
Communication data: records of phone calls, messages, quotes, complaints, and enquiries.
Technical data: limited device or usage data if you contact us electronically, such as IP address, browser information, and timestamp data where relevant.
Legal and compliance data: records needed for insurance, dispute handling, tax, accounting, and regulatory purposes.

In some cases, we may also process information about access arrangements or special handling requirements for items being moved. If such details reveal sensitive or special category data, we will only process them where necessary and permitted by law.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and book services;
to plan and deliver moving and transport services;
to communicate with customers about arrangements, updates, and service issues;
to process payments and maintain financial records;
to manage complaints, claims, and customer support;
to ensure safety, security, and operational efficiency;
to comply with legal, tax, insurance, and accounting obligations;
to prevent fraud, misuse, and unlawful activity;
to improve our services and internal processes.

We keep our use of data limited to what is necessary and proportionate. We only process personal data for specified and legitimate purposes and do not use it in ways that are incompatible with those purposes.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Man With Van Kensington relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, handling payments, and providing customer support connected to the service.

Legal Obligation

We process data where required to comply with legal duties, such as tax accounting, record keeping, insurance requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. These interests include managing our business, improving service quality, maintaining security, preventing fraud, and handling internal administration. When relying on this basis, we take steps to ensure your interests are considered and protected.

Consent

Where required, we may ask for your consent, for example for certain optional communications or specific processing activities. If processing is based on consent, you may withdraw that consent at any time.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and the reason for processing.

Booking and service records: kept for as long as needed to administer the service and manage follow-up issues.
Financial and accounting records: kept for the period required by tax and accounting laws.
Complaint and claim records: retained until the matter is resolved and for a reasonable period afterward in case of further queries or disputes.
Communication records: retained only as long as needed for service management, quality assurance, and legal protection.

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner. Retention is not indefinite; we review data regularly to ensure it is kept only where justified.

6. Processors and Sharing of Data

We may share personal data with trusted third parties who act as data processors on our behalf. These processors may support us in delivering our services or managing our operations. Examples include:

payment service providers;
IT and cloud storage providers;
accounting and bookkeeping service providers;
customer communication platforms;
insurance providers and claims handlers;
professional advisers, including legal and financial advisers where necessary;
subcontractors or logistics partners involved in fulfilling the requested service.

All processors are required to handle personal data securely and only in accordance with our instructions and applicable data protection law. We require appropriate contractual safeguards and expect processors to implement suitable technical and organisational security measures.

We may also disclose data where required by law, court order, or other lawful authority, or where necessary to protect our rights, property, staff, customers, or the public.

7. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law. We take reasonable steps to ensure your data continues to receive a high level of protection.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited access permissions, staff awareness, and supplier due diligence.

Although no system can be guaranteed to be completely secure, we aim to maintain a level of security appropriate to the nature of the data and the risks involved. If a personal data breach occurs, we will assess it and notify affected individuals and regulators where required by law.

9. Your Rights

As a data subject, you have rights under UK GDPR in relation to your personal data. These rights may be subject to conditions and exemptions in certain situations. Your rights include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can request correction of inaccurate or incomplete data.
Right to erasure: you can ask us to delete data where there is no good reason for us to continue processing it.
Right to restrict processing: you can ask us to limit how we use your data in certain circumstances.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can request certain data in a structured, commonly used format where legally applicable.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

10. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in a limited way for service delivery and is provided by an adult customer. If we become aware that we have collected data from a child without an appropriate lawful basis, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or communicated. We encourage customers to review this Policy periodically so they remain informed about how personal data is handled.

12. Summary of Key Principles

Man With Van Kensington processes personal data only when necessary, relies on clear lawful bases, keeps data only for appropriate periods, and uses trusted processors under contractual safeguards. We are committed to protecting privacy, maintaining transparency, and respecting the rights of every customer in the Kensington area.