Man with Van Kennington Privacy Policy

This Privacy Policy explains how Man with Van Kennington collects, uses, shares and protects personal data when providing man and van and related services. It applies to all Man with Van Kennington customers in the Kennington area and anyone who contacts us about our services, whether by phone, online enquiry, or in person.

Who We Are

Man with Van Kennington provides local transport, removal and delivery services. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, Man with Van Kennington is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:

Identification and contact details, such as name, title, postal address, service and collection addresses, and general location information relevant to carrying out your move or delivery.

Communication details, such as the content of enquiries, booking information, and records of communications you have with us regarding your booking, quotation or feedback.

Service details, such as information about the items to be moved, access details at collection and delivery points, preferred dates and times, and any special instructions relevant to the safe and efficient provision of our services.

Payment and transaction details, such as the amount charged for services, payment status, invoice details, and basic billing information. We do not store full payment card information when third party payment processors are used.

Technical and usage data, where relevant, such as basic device and usage information that may be collected if you interact with us via a website or online booking form. This may include date and time of visits, pages viewed and general performance data.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us by phone or electronically, or otherwise communicate with us about our services. We may also receive personal data about you from third parties, for example if a third party books our services on your behalf or provides your details as a delivery or collection contact.

Lawful Bases For Processing

We only process your personal data where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Contract: We process personal data to enter into and perform our contract with you, for example to provide quotations, confirm bookings, plan routes, complete collections and deliveries, and manage invoicing and payments.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling enquiries and complaints, keeping basic records, and maintaining security and fraud prevention measures.

Legal obligations: We process personal data where necessary to comply with legal and regulatory obligations, such as accounting, tax and record keeping requirements, or to respond to lawful requests from public authorities.

Consent: In limited cases we may rely on your consent, for example where we wish to send certain types of optional marketing communications by specific channels. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide, manage and complete our man and van and related services, including quotations, booking confirmations, scheduling, transport, delivery and customer support.

To communicate with you about your enquiry or booking, including sending confirmations, updates, service notices and responses to your questions or feedback.

To manage our business operations, including internal administration, invoicing, accounting, reporting, training and quality control.

To improve our services, for example by analysing patterns in enquiries and bookings, monitoring service performance, and developing new or improved offerings.

To protect our business, staff, customers and property, including preventing fraud and misuse, resolving disputes, and enforcing our terms of service.

To comply with applicable laws, regulations and requirements from relevant authorities.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described above and in compliance with data protection law.

Categories of recipients may include:

Service providers that act as data processors on our behalf, such as IT and hosting providers, online booking and scheduling tools, payment processing providers, and administrative support services. These providers only process your data in accordance with our instructions and for the purposes we specify.

Professional advisers, such as accountants or legal advisers, where this is necessary for legitimate business purposes and subject to duties of confidentiality.

Public authorities and regulators, where required by law, regulation or legal process, or to protect our rights, property or the safety of our customers and staff.

Where we use data processors, we ensure that appropriate data processing agreements and safeguards are in place to protect your personal data.

International Transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area by our service providers, we take steps to ensure that appropriate safeguards are in place, such as using standard contractual clauses or equivalent mechanisms recognised by data protection law. Further details about these safeguards can be provided upon request.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including to meet any legal, regulatory, tax, accounting or reporting requirements.

In general, we retain basic booking and transaction records for a period required by applicable tax and accounting laws. Enquiry details and correspondence may be kept for a reasonable period to respond to queries, handle potential complaints, and maintain accurate records of services provided. When personal data is no longer required, we will securely delete or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those staff and service providers who have a genuine business need to access it, using secure systems where appropriate, and providing guidance to staff on handling personal data responsibly.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data, subject to applicable conditions and limitations. These rights include:

Right of access: You can request confirmation of whether we process personal data about you and request a copy of that personal data.

Right to rectification: You can ask us to correct or update inaccurate or incomplete personal data.

Right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or assessing an objection.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or the processing is required for legal claims.

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

Right to withdraw consent: Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your rights have been infringed.

Children

Our services are intended for adults and business customers. We do not knowingly collect personal data from children. If you believe that a child has provided us with personal data, please contact us so that we can delete it where appropriate.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contacting Us About Privacy

If you have any questions about this Privacy Policy or how Man with Van Kennington processes your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our main service information materials.