Man with Van Kensington Privacy Policy

This Privacy Policy explains how Man with Van Kensington collects, uses, stores, and protects the personal data of its customers. It applies to all customers located in the Kensington area who use our services or interact with us in any way, including by making enquiries, obtaining quotes, or booking a service.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Scope and Data Controller

This Privacy Policy covers all processing of personal data carried out by Man with Van Kensington in connection with the provision of man and van, removals, and related services within the Kensington area.

Man with Van Kensington is the data controller for the personal data described in this policy. 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 may collect and process the following categories of personal data when you use our services or interact with us:

Identification and contact details, such as your name, address, service address, and any alternative contact details you provide.

Communication details, such as information you provide when contacting us by phone, online forms, or other communication channels, including the content of your messages and any follow up correspondence.

Service and booking details, such as the type of service requested, collection and delivery addresses, dates and times of moves, access instructions, inventory descriptions, and any relevant notes you choose to provide.

Payment and billing information, such as billing address, payment method details limited to what is necessary for processing and record keeping, and payment confirmations. We do not knowingly store full payment card details when a third party payment processor is used.

Technical and usage information, such as basic information about how you access our website or online booking tools, which may include IP address, browser type, device type, and pages viewed, where such data is collected.

Feedback and reviews, such as testimonials, ratings, and comments you submit about our services, whether directly to us or through our feedback channels.

Lawful Basis for Processing Your Data

We will only process your personal data when we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Performance of a contract. We process your personal data when it is necessary to provide our services, respond to enquiries, provide quotes, confirm bookings, carry out removals, and manage your account or service relationship.

Compliance with a legal obligation. We may process and retain certain information in order to comply with legal, regulatory, tax, and accounting obligations.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests and these are not overridden by your fundamental rights and freedoms. This may include managing and improving our services, handling enquiries or complaints, preventing fraud, and ensuring the security of our operations.

Consent. In limited cases where required by law, for example certain types of marketing, we may rely on your explicit consent. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including processing enquiries, preparing quotes, booking and scheduling jobs, carrying out moves, and providing customer care before, during, and after the service.

To communicate with you, including confirming bookings, sending service related messages, responding to your questions, and notifying you of important information related to your move.

To process payments and manage invoicing, including confirming successful payments, handling refunds where applicable, and maintaining financial records as required by law.

To improve our operations, including monitoring the quality of our services, training our staff, and enhancing the efficiency and safety of our work.

To maintain security and prevent misuse, including protecting our staff, vehicles, property, and customers against fraud, theft, and other unlawful activities.

To comply with legal and regulatory obligations, including responding to lawful requests from authorities when we are required to do so.

Data Retention

We will not keep your personal data for longer than is necessary for the purposes for which it was collected. The specific retention periods will depend on the nature of the data and the purposes of processing, but in general:

Booking and service records are typically retained for a period necessary to manage the service relationship, handle any post service queries or disputes, and meet legal and tax record keeping obligations.

Financial and invoicing information is retained for the period required by tax and accounting laws.

Communications and correspondence, including complaints and feedback, may be retained for a reasonable period to allow us to respond to issues and improve our services.

After the relevant retention periods expire, personal data will be securely deleted, anonymised, or otherwise rendered unusable in accordance with our data retention procedures.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with third parties only where necessary and in accordance with data protection law.

Service providers and data processors. We may use carefully selected third party providers to support our operations, for example in relation to payment processing, secure data storage, customer management tools, or administrative support. These providers act as data processors on our behalf and are only permitted to process your personal data in accordance with our instructions and subject to appropriate contractual safeguards.

Professional and legal advisers. We may share data with professional advisers such as accountants, auditors, or legal advisers where necessary for the services they provide to us.

Authorities and legal requirements. We may disclose personal data where required to comply with a legal obligation, a court order, or a request from a competent authority, or to protect our rights, property, or safety or those of others.

If we engage new processors or change existing ones, we will ensure they provide adequate assurances and appropriate security to protect your personal data.

International Transfers

Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer personal data to a country outside these areas, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on an adequacy decision, to ensure that your data remains protected to a standard essentially equivalent to UK data protection law.

Security of Your Personal Data

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction, or damage.

These measures may include restricting access to personal data to authorised staff on a need to know basis, using secure storage and transmission methods, maintaining appropriate physical security for paper records where used, and regularly reviewing our internal policies and procedures.

Your Data Protection Rights

As a customer of Man with Van Kensington in the Kensington area, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions under data protection law:

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, as well as certain information about how it is processed.

Right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or completed.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data, for example while we verify its accuracy or where you have objected to our processing.

Right to object. You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we rely on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds or we need the data for legal claims.

Right to data portability. Where our processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine readable format and to transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the usual contact methods provided when you use our services.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office. We encourage you to contact us first so that we can attempt to resolve any issues directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any changes will take effect when the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process and protect your personal data.

By continuing to use Man with Van Kensington services in the Kensington area after any changes to this Privacy Policy, you acknowledge that you have read and understood the updated policy.