Privacy Policy - Man With Van Kensington

This Privacy Policy explains how Man With Van Kensington collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Kensington customers in the area, including individuals, families, landlords, tenants, businesses, and anyone who requests or receives our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the information necessary to provide our services, manage customer relationships, and comply with legal and operational obligations. The types of personal data we may collect include:

Identity details: name, title, and, where relevant, company name.
Contact details: address, email address, telephone number, and move-related addresses.
Service details: moving date, property access information, inventory details, item descriptions, and special handling instructions.
Payment and billing data: payment status, invoicing information, and transaction records.
Communication records: emails, messages, call notes, and service-related correspondence.
Technical data: basic device and usage data if you interact with our digital systems, such as IP address or browser information, where applicable.
Security and incident data: information relating to claims, complaints, accidents, damages, or fraud prevention.

We generally do not intentionally collect sensitive personal data unless it is necessary for a specific service issue, legal claim, or safety matter. If such data is needed, we will process it only where allowed by law and with appropriate safeguards.

2. How We Use Personal Data

We use personal data to deliver a reliable service and to support our business operations. This may include:

responding to enquiries and preparing quotations;
booking and managing moving services;
planning routes, scheduling teams, and arranging logistics;
handling payment, invoicing, and account administration;
communicating service updates, changes, or important notices;
resolving complaints, disputes, insurance claims, or damage reports;
meeting legal, tax, accounting, and regulatory obligations;
protecting against misuse, fraud, and security incidents;
maintaining internal records and improving service quality.

We only use personal data for the purposes explained in this policy or for purposes that are compatible with them. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging your move, confirming details, completing the service, and managing payments.

Legal Obligation

We may process data to comply with legal requirements, such as tax, accounting, record-keeping, safety, or dispute-resolution obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. Examples include service administration, internal reporting, preventing fraud, maintaining security, and improving operations. Where we rely on legitimate interests, we consider and balance the impact on your privacy.

Consent

In limited situations, we may rely on your consent, for example where you have agreed to receive certain optional communications or where consent is required by law. You may withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties when necessary to provide our services or to meet legal obligations. These third parties may act as processors or independent data controllers, depending on the circumstances.

Examples of processors and service providers may include:

IT and hosting providers that support our systems, data storage, and communications;
payment service providers that handle transactions securely;
accounting and bookkeeping providers that help with financial administration;
customer communication tools used to manage enquiries and updates;
insurance or claims partners where required to handle incidents;
legal, regulatory, or public authorities where disclosure is required by law.

All processors are required to act only on our instructions, keep data secure, and use appropriate technical and organisational safeguards. We aim to share only the minimum amount of data needed for the specific task.

5. Data Retention

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

In general:

customer and service records are kept for the duration of the relationship and for a reasonable period afterward;
financial and tax records are kept for the period required by law;
complaints, claims, and dispute-related records may be kept longer where needed to defend or establish legal claims;
unnecessary or outdated records are securely deleted or anonymised.

When data is no longer needed, we take steps to delete, anonymise, or securely archive it in line with our retention practices. Retention is not indefinite; we review records periodically to ensure they are still required.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and internal procedures for handling data securely. While no system can be guaranteed to be completely secure, we work to reduce risks and to respond promptly to any suspected data incident.

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 circumstances and any legal exemptions. They include:

Right of access: to request a copy of the personal data we hold about you;
Right to rectification: to ask us to correct inaccurate or incomplete data;
Right to erasure: to ask us to delete personal data in certain situations;
Right to restriction: to request that we limit processing in certain circumstances;
Right to data portability: to receive certain data in a structured, commonly used format, where applicable;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where processing relies on consent, to withdraw it at any time;
Right to complain: to raise a concern with the relevant data protection authority if you believe your rights have been infringed.

We will assess each request in accordance with applicable law and respond within the required timeframes. In some cases, we may need to keep certain information for legal or operational reasons even if you request deletion.

8. International Transfers

If personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place, such as recognised contractual protections or transfers to countries with an adequate level of protection. Any such transfer will be handled in line with applicable data protection law.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect children’s personal data unless it is provided by an adult customer as part of a move or related service arrangement, and only where necessary for service delivery or safety. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data-handling practices. Any changes will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Commitment

Man With Van Kensington respects your privacy and is committed to processing personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with processors or other parties where required. We also recognise and support your data protection rights. This policy applies to all Man With Van Kensington customers in the area and is intended to provide a clear explanation of how we manage personal information in a lawful and transparent way.