Privacy Policy
Man with Van Kensington Privacy Policy
This Privacy Policy explains how Man with Van Kensington collects, uses, stores, and protects personal data relating to customers and prospective customers in the Kensington area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Kensington customers and enquirers within our service area, regardless of how you contact us or use our services.
Data Controller
Man with Van Kensington acts as the data controller in relation to the personal data that we collect and process about you. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:
Identification and contact details such as name, postal address, collection and delivery addresses, contact preferences, and other basic contact information you provide when you make an enquiry or booking.
Booking and service information such as requested dates and times of moves, type and volume of items to be transported, access details for properties, special instructions, and any correspondence relating to your booking.
Payment and transaction information such as details necessary to process your payment, information about the services you purchased, payment method used, and amounts paid. We do not retain full payment card details; these may be processed by a secure payment provider.
Communication data such as information included in email correspondence, online contact forms, messages, and phone conversations related to bookings, quotes, complaints, or feedback.
Technical data where applicable such as basic device and usage information if you interact with our online content, including date and time of access and pages viewed, collected using standard logs or analytics tools.
How We Collect Your Data
We collect personal data directly from you when you request a quote, make a booking, contact us by phone or in writing, or otherwise communicate with us. We may also receive data about you indirectly where another person books a service on your behalf and provides your contact or address details for the purposes of completing the service.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. The lawful bases we rely on include:
Performance of a contract: We process your personal data to provide you with our man and van services, including handling enquiries, issuing quotes, confirming bookings, completing moves, processing payments, and providing after-service support.
Legitimate interests: We may process personal data as necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, maintaining security, and handling customer queries and complaints.
Legal obligations: We process personal data where required to comply with our legal and regulatory obligations, such as maintaining financial records for tax and accounting purposes.
Consent: In limited situations, we may rely on your consent, for example for specific types of optional communications. Where processing is based on consent, you have the right to withdraw that consent at any time.
Purposes of Processing Your Data
We use your personal data for the following purposes:
To provide and manage our services including responding to enquiries, preparing and sending quotes, scheduling and completing moves, and providing customer support before, during, and after the service.
To manage payments and accounting including issuing invoices, processing payments through third-party payment processors, maintaining financial records, and handling any queries related to payments.
To communicate with you including sending booking confirmations, updates about your service, responding to your questions or complaints, and requesting feedback to help improve our services.
To manage our business operations including planning our resources, improving the quality and safety of our services, training staff, and maintaining internal records and administration.
To comply with legal obligations including record-keeping, responding to lawful requests from public authorities, and enforcing our contractual and legal rights.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
In general, we keep customer and booking records for a period that allows us to respond to queries, manage our business, and comply with legal obligations. Financial and transaction records are typically retained for a period required by tax and accounting laws. After the applicable retention period expires, we securely delete or anonymise your personal data.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our documented instructions and are subject to confidentiality and data protection obligations.
Categories of processors and recipients may include:
Payment service providers that securely process card or electronic payments on our behalf.
IT and hosting providers that supply and maintain our booking, communication, and storage systems.
Professional advisers such as accountants, where the processing of personal data is necessary for the provision of their services to us.
Public authorities or law enforcement agencies when required by law, court order, or to protect our legal rights and the safety of our staff and customers.
Where processors are located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place as required by data protection law before any international transfers take place.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include secure systems for storing customer information, controlled access to personal data, staff training on data protection responsibilities, and procedures for responding to suspected data breaches.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data, subject to certain conditions and exceptions. These rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of your personal data together with information about our processing.
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data that we hold about you.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in specific situations, such as when you contest the accuracy of the data or object to our processing.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may request a copy of the personal data you provided to us in a structured, commonly used, and machine-readable format, and have that data transmitted to another controller where technically feasible.
Right to object: You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests or where processing is required for legal claims.
Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual communication channels you use in connection with our services. We will respond to your request in accordance with applicable legal time limits.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal data has not been handled in accordance with data protection law. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
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 updates take effect when the revised Privacy Policy is made available. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
