Privacy Policy - Man With Van Kennington

This Privacy Policy explains how Man With Van Kennington collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Kennington customers in the area, including individuals and businesses who enquire about, book, or use our moving and delivery services. We are 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.

1. Who We Are

For the purposes of data protection law, Man With Van Kennington acts as the data controller for the personal information we collect in relation to our services. This means we determine why and how your personal data is processed. We take our responsibilities seriously and aim to ensure that personal data is only used when necessary and for legitimate business purposes.

2. Personal Data We Collect

We collect and process personal data that is necessary to deliver our services, manage customer relationships, and meet legal obligations. The data we may collect includes:

Identity details such as your name and title
Contact details such as address, email address, and phone number
Service information relating to moving dates, locations, property access, inventory details, and special handling requirements
Payment and transaction details where relevant to invoicing, refunds, and payment verification
Communication records including correspondence, call notes, and booking queries
Vehicle, property, and access information needed to complete a move safely and efficiently
Technical information such as basic website usage data, where applicable, to maintain security and service performance

We do not intentionally collect special category personal data unless it is specifically provided by you and required for the service you request. If such data is ever processed, it will be handled with additional safeguards and only where a lawful basis exists.

3. How We Use Personal Data

We use your personal data for the following purposes:

To provide quotations, confirm bookings, and arrange moving services
To communicate with you before, during, and after the service
To manage scheduling, logistics, and operational planning
To issue invoices, take payments, and process refunds where necessary
To respond to enquiries, complaints, and feedback
To maintain internal records and improve our services
To comply with legal, accounting, and regulatory obligations
To protect our business, staff, and customers from fraud, misuse, or unlawful activity

We only use personal data in ways that are compatible with the reason it was collected, unless we reasonably believe another lawful basis applies.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing personal data. Depending on the context, Man With Van Kennington may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. For example, this includes managing your booking, providing moving services, and handling payment-related matters.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving our services, managing internal records, preventing fraud, and ensuring the security of our operations. We always consider whether the impact on your privacy is proportionate.

Legal Obligation

We may process personal data when required to comply with legal obligations, such as tax, accounting, insurance, or record-keeping requirements.

Consent

In limited circumstances, we may rely on your consent, for example where you choose to receive certain types of communication. Where consent is used, you may withdraw it at any time without affecting the lawfulness of prior processing.

5. Sharing and Processors

We do not sell your personal data. However, we may share information with trusted third parties when necessary to operate our business and provide our services. These parties act as processors or independent controllers depending on the service they provide.

Examples of processors and recipients may include:

Payment providers that securely process transactions
Accounting and bookkeeping providers that help manage financial records
IT and hosting providers that support data storage, security, and system maintenance
Communication service providers that help deliver emails, messages, or scheduling updates
Professional advisers such as lawyers, insurers, or auditors where required

We only share the minimum personal data required for the relevant purpose. Where processors are used, they are bound by written agreements that require them to process data only on our instructions, implement appropriate security measures, and respect confidentiality.

We may also disclose personal data if required by law, court order, or regulatory authority, or where necessary to establish, exercise, or defend legal claims.

6. International Transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protective measures designed to keep your data secure and lawfully transferred.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods depend on the type of data and the reason for processing.

In general:

Booking and service records are retained for a period necessary to manage customer relationships and resolve disputes
Financial and tax records are retained for the period required by law
Communication records may be retained for service quality, complaint handling, and legal protection
Technical and security logs are retained only as long as needed for security monitoring and operational purposes

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.

8. Data Security

We implement reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage practices, staff confidentiality obligations, and regular review of our data handling processes. While no system can be guaranteed completely secure, we take appropriate steps to reduce risk and to respond promptly to any suspected data incident.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these rights include:

Right of access - you may request a copy of the personal data we hold about you
Right to rectification - you may ask us to correct inaccurate or incomplete data
Right to erasure - you may request deletion of your data in certain circumstances
Right to restrict processing - you may ask us to limit how we use your data
Right to data portability - you may request transfer of certain data to you or another controller
Right to object - you may object to processing based on legitimate interests or direct marketing
Right to withdraw consent - where processing relies on consent, you may withdraw it at any time

You also have the right to lodge a complaint with the Information Commissioner???s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns directly so that we can address them promptly and fairly.

10. Children???s Data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data directly from children unless it is necessary in connection with a customer???s booking or service arrangement and is provided by an adult responsible for that arrangement.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how your personal data is handled.

12. Summary of Key Points

Man With Van Kennington collects only the personal data needed to provide moving services, manage bookings, process payments, and meet legal obligations. We process data under lawful bases such as contract, legitimate interests, legal obligation, and in some cases consent. We retain data only for as long as necessary, share it only with trusted processors or where required by law, and respect your rights under GDPR. Above all, we aim to treat your information with care, responsibility, and transparency.