Privacy Policy - Man With A Van Kennington

Last updated: 2 July 2026

This Privacy Policy explains how Man With A Van Kennington collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With A Van Kennington customers in the area, including individuals, households, and businesses that use our removal, transport, delivery, loading, and related van services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018. This policy sets out what information we collect, why we collect it, the lawful basis we rely on, how long we keep it, who processes it on our behalf, and what rights you have.

1. Information We Collect

We collect only the data needed to provide our services, manage customer relationships, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of information:

Identity information: name, title, and any relevant business or household details.
Contact information: address, email address, and telephone number.
Service details: pickup and delivery addresses, moving dates, inventory of items, access information, parking notes, and instructions for safe handling.
Payment information: billing details, payment status, and transaction records. Where card payments are used, payment processing is handled by secure third-party providers.
Communication records: emails, messages, phone notes, complaint records, and service confirmations.
Technical information: limited device, browser, or IP-related data if you interact with our digital systems or booking forms.
Verification and security information: identity checks or proof-of-authority details where necessary to confirm service requests.

We do not intentionally collect special category data unless you choose to share it and it is necessary for service provision, such as access requirements, mobility considerations, or health-related handling instructions. Where this occurs, we will only process it when lawful to do so and only to the extent needed.

2. How We Use Your Data

We use personal data for the following purposes:

To provide services: to arrange, quote for, carry out, and manage moving or van services.
To communicate with you: to respond to enquiries, confirm bookings, send updates, and resolve service issues.
To manage payments: to process payments, issue invoices, and record receipts.
To improve our services: to assess service quality, manage internal records, and improve operational efficiency.
To comply with legal obligations: to maintain tax, accounting, insurance, and regulatory records.
To protect our business and customers: to prevent fraud, misuse, damage, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a valid legal basis to do so and have informed you where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. The lawful bases we rely on are:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and managing payment arrangements.

Legal Obligation

We process data where necessary to comply with laws and regulations, such as tax, accounting, fraud prevention, insurance, and record-keeping 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. Examples include service administration, internal record keeping, responding to complaints, preventing misuse, and improving our operations.

Consent

In limited situations, we may rely on your consent, particularly where the law requires consent for a specific type of processing. If we rely on consent, you may withdraw it at any time, without affecting processing that took place before withdrawal.

Vital Interests

In rare cases, we may process information where necessary to protect someone’s vital interests, for example where urgent action is needed to prevent harm during a move or delivery.

4. How Long We Retain Data

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal, accounting, or operational requirements. Retention periods vary depending on the type of information and the context in which it is processed.

Customer and booking records: retained for as long as needed to manage the service and handle follow-up matters.
Financial and tax records: retained for the period required by law, typically several years after the end of the relevant financial year.
Complaint and correspondence records: retained for a reasonable period to resolve disputes and maintain service history.
Security and operational logs: retained only for a limited period unless needed for investigation or legal purposes.

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

5. Sharing Data and Processors

We may share personal data with carefully selected third parties who help us operate our business. These parties act as processors or independent controllers depending on the service they provide. We only share the information necessary for the relevant task and require appropriate protections.

Processors and service providers may include:

Payment processors: to handle card or online payments securely.
Accounting providers: to manage invoicing, bookkeeping, and tax compliance.
IT and cloud storage providers: to store data securely and support our systems.
Communication service providers: to deliver email, messaging, or telephone services.
Operational contractors: where needed to assist in delivering services, subject to confidentiality and data protection obligations.

We may also disclose personal data where required by law, to public authorities, insurers, legal advisers, or emergency services if necessary to protect rights, safety, or property.

Where a processor is used, we take steps to ensure they process data only on our instructions, maintain security, and comply with data protection requirements.

6. International Transfers

Where any service provider stores or processes data outside the UK, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual protections, or other lawful transfer mechanisms. We aim to keep processing within the UK or areas with comparable data protection standards wherever reasonably possible.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limitation of access to those who need the data for legitimate business purposes.

While no system can be guaranteed to be completely secure, we work to reduce risks and will respond appropriately to any suspected data incident in line with our legal obligations.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions and 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 request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit the processing of your data in certain situations.
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, where applicable.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully.

9. Marketing and Communications

If we send service-related communications, these are generally necessary to provide our services and are not marketing. Where we ever send optional promotional messages, we will do so only in line with the law and your communication preferences. You may opt out of such messages at any time if applicable.

10. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data directly from children. If information relating to a child is provided as part of a service arrangement, we will only process it where necessary and with appropriate care.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

12. Summary of Core Principles

Man With A Van Kennington is committed to processing personal data in a way that is lawful, transparent, secure, and proportionate. We collect only what we need, use it for clear purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. Our approach is designed to respect your privacy while allowing us to deliver reliable services to customers across the area.

By using our services, you acknowledge that this Privacy Policy applies to your personal data as processed by Man With A Van Kennington.