Privacy Policy – Man With A Van Kennington

This Privacy Policy explains how Man With A Van Kennington collects, uses, stores, shares, and protects personal data when providing removal, delivery, collection, and related transport services. It applies to all Man With A Van Kennington customers in the area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Kennington is a service provider that arranges and completes moving, transport, and item collection services. In the course of operating our business, we act as a data controller for the personal data we collect and use to manage customer enquiries, bookings, service delivery, payments, and aftercare.

We only collect and process personal data that is relevant and necessary for the services we provide. We do not sell personal data or use it for unrelated purposes.

2. Personal Data We Collect

We may collect the following categories of information:

Identity data, such as your name and, where needed, business or organisation name.
Contact data, including telephone number, email address, and service address details.
Service data, such as booking information, moving dates, item descriptions, access details, floor level, parking restrictions, and special handling requirements.
Payment data, such as transaction records, billing details, and proof of payment. We do not retain more financial information than necessary.
Communication data, including emails, text messages, call notes, and service-related correspondence.
Technical data, where applicable, such as device or browser information used to support secure online interactions and system administration.
Complaint and claims data, if you report an issue, request compensation, or raise a concern about service delivery.

In some cases, we may also process limited information about third parties, for example a recipient, landlord, estate agent, or building manager, where this is required to arrange access or complete the service.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, message, or in writing;
provide delivery or access instructions;
make a payment or request an invoice;
submit a complaint, feedback, or claim.

We may also receive information from third parties where necessary to fulfil your request, such as property managers, business clients, or payment providers. Where we obtain personal data indirectly, we aim to use it only for the purpose for which it was supplied.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the circumstances, the lawful bases may include:

Contract – to provide quotes, manage bookings, deliver services, issue invoices, and perform our agreement with you.
Legitimate interests – to operate, improve, secure, and administer our business, handle customer service matters, and prevent fraud or misuse, provided these interests do not override your rights and freedoms.
Legal obligation – to comply with tax, accounting, recordkeeping, and other statutory requirements.
Consent – where we ask for your permission for a specific purpose, such as optional marketing communications. You may withdraw consent at any time.

Special category data is not usually required for our services. If we ever need to process such data, we will do so only where a lawful condition applies and where it is necessary for a valid purpose.

5. How We Use Your Data

We may use your personal data to:

respond to enquiries and provide estimates;
confirm and manage bookings;
carry out moving, collection, and delivery services;
contact you about access, timing, or service changes;
process payments and maintain business records;
deal with complaints, claims, and dispute resolution;
improve service quality, scheduling, and operational planning;
comply with legal, tax, and regulatory duties.

We will not use your data in a manner that is incompatible with the original purpose for which it was collected.

6. Data Sharing and Processors

We may share personal data with trusted third-party processors who help us operate our business. These processors may include:

payment service providers that handle card or bank transactions;
accounting or bookkeeping software providers;
IT, hosting, storage, and cybersecurity service providers;
communication tools used to manage email, text, or call records;
subcontractors or logistics partners who assist with service delivery;
professional advisers such as accountants, insurers, or legal advisers;
public authorities, regulators, or law enforcement where required by law.

All processors are required to protect your data and may only process it on our instructions and for specified purposes. We take steps to ensure appropriate data processing agreements and security measures are in place.

We do not permit processors to use your personal data for their own independent purposes.

7. International Transfers

Where personal data is transferred outside the UK, we will take appropriate steps to ensure it is protected to the standard required by law. This may include the use of approved contractual safeguards or transfer mechanisms. We will only make such transfers when necessary and proportionate.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of information and the nature of the service.

Booking and service records may be retained for a reasonable period to manage queries, claims, and business records.
Financial and tax records are typically retained for the period required by law.
Complaint or dispute records may be retained until the matter is fully resolved and for an appropriate period afterwards.
Marketing consent records are retained until you withdraw consent or we no longer use the data for that purpose.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These may include access controls, secure storage, limited staff access, and regular review of our procedures. However, no system can be guaranteed to be completely secure.

We require anyone handling data on our behalf to respect confidentiality and maintain security standards.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights 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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in some situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can attempt to resolve any issue promptly.

11. Children’s Data

Our services are not intended for children, and we do not knowingly collect personal data from children unless it is incidental to a service arrangement involving an adult customer or lawful family/household context. If we become aware that we have collected information from a child without appropriate justification, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Man With A Van Kennington is committed to processing personal data responsibly, transparently, and securely. We only collect the information needed to provide services, we rely on valid lawful bases, we use processors carefully, and we retain information only for as long as necessary. Your rights matter, and we aim to respect them at every stage of our service relationship.