Privacy Policy – Man And A Van Kennington

This Privacy Policy explains how Man And A Van Kennington collects, uses, stores, shares, and protects personal data in connection with our removal, delivery, and transport services. It applies to all Man And A Van Kennington customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives our services as part of a move, collection, or delivery.

We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so you understand what information we collect, why we collect it, how long we keep it, and what rights you have over your data.

1. Information We Collect

We collect only the data necessary to provide and manage our services, communicate with customers, and meet our legal and operational obligations. The type of information we may collect includes:

Identity details such as your name and, where needed, the name of a business or organisation.
Contact information including telephone number, email address, and address details relevant to the service.
Service information such as collection and delivery addresses, move dates, item descriptions, access details, and special handling requirements.
Payment information such as transaction records, invoices, and payment confirmation details. We do not normally store full card details unless required by a secure payment provider.
Communication records including enquiries, messages, complaints, feedback, and notes from phone calls or emails.
Operational records such as booking history, scheduling details, staff notes, and any evidence needed to confirm service completion.
Technical data if you interact with us digitally, such as basic device or usage information collected through standard security and performance tools.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for the service. For example, a customer may share information about access needs or health-related considerations to help us carry out a move safely. When such information is provided, we handle it with extra care and only use it for the stated purpose.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and manage bookings.
To plan and carry out removal and transport services.
To contact you about service arrangements, timing, or changes.
To process payments, issue invoices, and maintain financial records.
To manage customer service enquiries, complaints, and disputes.
To keep records of completed work for administration and business accounting.
To improve our services, staff training, and operational efficiency.
To comply with legal obligations, including tax, accounting, and regulatory requirements.
To protect our business, customers, and staff from fraud, misuse, or unlawful activity.

We will only use your data for the purpose for which it was collected, unless we reasonably need to use it for a compatible purpose or another lawful basis applies.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. The lawful bases we rely on are:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging bookings, delivering services, and managing payments.

Legal Obligation

We process certain data to comply with legal requirements, such as tax records, bookkeeping, accounting duties, and lawful requests from public authorities.

Legitimate Interests

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

Consent

In limited situations, we may rely on your consent, especially where the law requires it. Where consent is used, you can withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes described in this policy. The exact retention period depends on the nature of the data, the purpose for which it was collected, and any legal or accounting obligations.

Typical retention periods may include:

Quote and enquiry records: kept for a reasonable period to respond to follow-up questions or future booking requests.
Customer booking and service records: retained for the duration of the business relationship and for a period afterward to manage disputes, warranties, or service history.
Financial and tax records: retained for the period required by law and accounting rules.
Complaint and dispute records: retained for as long as needed to resolve the issue and document the outcome.

When data is no longer required, we will securely delete, anonymise, or destroy it. If it cannot be deleted immediately due to legal or technical reasons, we will ensure it is securely stored and restricted until deletion is possible.

5. Processors and Data Sharing

We may share personal data with trusted processors and service providers who help us operate our business. These third parties only process data on our instructions and are required to protect it appropriately. Depending on the service, this may include:

Payment providers for processing transactions securely.
Accounting or bookkeeping services for financial administration and tax compliance.
IT and software providers for booking systems, secure storage, customer administration, and email services.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Subcontracted service providers involved in carrying out the requested service, where operationally required.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. Where possible and lawful, we will ensure any such request is reviewed carefully before disclosure.

We do not sell personal data. We also do not share data with third parties for their own marketing purposes without a lawful basis.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal procedures.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. We therefore encourage customers to share only the information necessary for the service and to notify us promptly if they believe their information has been compromised.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – to request certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. Before doing so, we encourage you to contact us so we can try to resolve the issue promptly.

8. Children’s Data

Our services are directed to adult customers and businesses. We do not knowingly collect personal data from children unless it is incidentally provided in the course of delivering services and is necessary for the booking or safety of the move. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

9. International Transfers

Where service providers store or process data outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent protections permitted under applicable law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published. Customers should review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Commitment

Man And A Van Kennington respects your privacy and is committed to responsible data handling. We only collect data that is necessary, use it for clear and lawful purposes, keep it only as long as required, and limit access to trusted processors who support our services. We aim to be transparent, secure, and fair in all our data processing activities.

By using our services, making an enquiry, or booking with us, you acknowledge that this Privacy Policy applies to the personal data we process in connection with your use of Man And A Van Kennington services in the area.