Privacy Policy - Man With Van Kentish Town

Man With Van Kentish Town is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when providing moving, transport, and related services. It applies to all Man With Van Kentish Town customers in the area, including individuals, families, landlords, tenants, and business clients who engage our services.

1. Introduction

This Privacy Policy is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It sets out the categories of personal data we process, the lawful bases we rely on, how long we keep data, the processors we may use, and the rights available to individuals. We only process personal data where it is necessary, proportionate, and fair.

We understand that moving services often involve sensitive timing, property access, and personal arrangements. For that reason, we take a careful and practical approach to data handling, ensuring that your information is used only for legitimate business purposes and handled securely.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details: name, title, and, where relevant, business name.
Contact details: address, email address, and telephone number.
Service information: move dates, locations, property access instructions, item lists, delivery notes, and service preferences.
Billing and payment details: invoicing details, transaction records, and payment status.
Communication records: emails, messages, call notes, and correspondence relating to bookings or complaints.
Technical and usage data: limited device, browser, or interaction data if you communicate with us electronically.
Special category data: we do not intentionally collect special category data unless it is voluntarily provided and necessary for a specific service need, such as accessibility arrangements.

We generally collect personal data directly from you when you make an enquiry, request a quote, book a service, confirm a move, make a payment, or contact us for support. In some cases, we may receive information from a third party such as a landlord, estate agent, business client, or another person acting on your behalf.

3. How We Use Personal Data

We use personal data to operate our services efficiently and to meet our legal and contractual obligations. Typical uses include:

providing quotations and confirming bookings;
planning and carrying out removals, transport, and related services;
communicating service updates and changes;
issuing invoices, processing payments, and handling refunds where applicable;
maintaining internal records and service histories;
responding to queries, complaints, and claims;
meeting legal, accounting, and insurance obligations;
protecting against fraud, misuse, or unlawful activity;
improving the quality, safety, and efficiency of our services.

We do not sell personal data. Any use of your information is limited to the purposes described in this policy or as otherwise required by law.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each type of processing. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote, managing a booking, completing a move, and handling billing or service-related communications.

Legal Obligation

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

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service management, business administration, fraud prevention, customer support, and record retention.

Consent

In limited situations, we may rely on your consent, for example where you choose to provide optional information that is not required for the service. Where consent is used, you may withdraw it at any time.

We assess each processing activity to ensure that our approach is lawful, transparent, and proportionate.

5. Sharing Your Personal Data

We only share personal data when necessary and with appropriate safeguards. We may disclose information to:

Service providers and processors that assist us with administration, communications, finance, or operational support;
Payment providers for the processing of transactions;
Professional advisers such as accountants, insurers, or legal advisers;
Public authorities where disclosure is required by law or necessary to protect our legal rights;
Third parties involved in the service such as landlords, agents, building managers, or nominated recipients, when needed to complete a move or delivery.

Where a third party processes data on our behalf, they do so under contractual obligations to keep the data secure and to use it only for the purposes we specify. Processors do not have permission to use your data for their own purposes.

6. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Booking and service records: retained for a reasonable period to manage queries, claims, and customer support.
Financial and tax records: retained for the period required by law.
Communication records: retained as needed for business administration and dispute resolution.
Prospect or enquiry data: retained for a limited period if no booking follows, unless further retention is justified.

When personal data is no longer required, we securely delete, anonymise, or archive it in accordance with our retention practices. We aim to keep data no longer than necessary, and no longer than lawful.

7. Processors and Data Security

We may use external processors to support our operations. These may include providers of bookkeeping systems, secure payment services, IT support, communications platforms, and document storage. We select processors carefully and require them to maintain appropriate technical and organisational safeguards.

Security measures may include access controls, password protection, data minimisation, encrypted systems where appropriate, staff confidentiality obligations, and restricted access to records. While no system can be guaranteed completely secure, we take reasonable steps to prevent unauthorised access, loss, alteration, or disclosure of personal data.

We also train staff and contractors to handle personal information responsibly and in line with applicable law.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place. This may include the use of approved contractual protections or other lawful transfer mechanisms required by data protection law. We only make such transfers where necessary and proportionate.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

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 ask for your data to be deleted in certain circumstances;
Right to restriction: to request limited processing in certain situations;
Right to object: to object to processing based on legitimate interests;
Right to data portability: to request transfer of certain data where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time;
Right to lodge a complaint: to complain to the relevant data protection authority if you believe your rights have been infringed.

We will respond to valid rights requests within the time limits set by law and may ask for information to verify your identity before responding.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking made by a parent, guardian, or responsible adult. If we learn that we have collected data from a child without a proper basis, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or operational needs. Any updated version will apply from the date it takes effect. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

12. How We Meet Our Privacy Commitments

Our approach is based on the core principles of data protection: lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We aim to handle all personal data with care, respecting the trust placed in us by customers in the area.

By using Man With Van Kentish Town services, you acknowledge that your personal data may be processed in line with this Privacy Policy and applicable law. This policy applies to all Man With Van Kentish Town customers in area and is intended to give a clear and practical explanation of how personal information is managed.