Privacy Policy - Man And Van Kentish Town

This Privacy Policy explains how Man And Van Kentish Town collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Kentish Town customers in area, including individuals and businesses who request quotes, book services, receive removals or delivery support, or otherwise interact with us in connection with our services.

We are committed to handling personal information lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we process, why we process it, how long we keep it, and what rights you have over your information.

1. Information We Collect

We only collect personal data that is necessary for providing and managing our services. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details such as collection and delivery addresses, property access information, inventory details, preferred dates, and special instructions.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records such as emails, messages, call notes, and complaint or feedback information.
Technical and usage data such as basic website or device information if you contact us online, where relevant and available.

We do not intentionally collect special category data unless you choose to provide it to us and it is necessary for the service, for example where access arrangements involve health-related concerns. If such information is provided, we will only process it where we have a lawful basis to do so and where additional safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To confirm and manage bookings.
To carry out removals, transport, loading, unloading, and related services.
To communicate with you about your booking, changes, delays, or service updates.
To issue invoices, process payments, and maintain accounting records.
To deal with queries, complaints, and customer support requests.
To maintain accurate business records and improve service quality.
To comply with legal, tax, insurance, and regulatory obligations.

We only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose.

3. Lawful Basis for Processing

We process personal data only when we have a lawful basis under the UK GDPR. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, managing bookings, and delivering the services you have ordered.

Legal Obligation

We may process data where required to meet legal obligations, such as tax, accounting, insurance, fraud prevention, and record-keeping requirements.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, maintaining service records, improving operations, and protecting our business against claims.

Consent

In some limited situations, we may ask for your consent, for example if we need to process optional information beyond what is required to deliver the service. Where we rely on consent, you may withdraw it at any time.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who help us deliver our services. These third parties act as processors or independent controllers depending on the service they provide.

Payment providers who process card or electronic payments.
Accounting and bookkeeping providers who support financial administration.
IT and cloud service providers who store or secure our business records and communications.
Communication service providers who assist with email, telephone, or messaging systems.
Insurance providers, legal advisers, and regulatory bodies where disclosure is necessary to manage claims, disputes, or legal duties.
Subcontractors or operational partners involved in completing parts of a service, where necessary and subject to confidentiality obligations.

All processors are required to handle personal data securely, use it only on our instructions, and keep it protected from unauthorised access, loss, or misuse. We do not sell your personal data.

We may also disclose information if required by law, court order, or to protect the rights, property, or safety of our business, our customers, or others.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements.

Booking and service records are usually kept for a period needed to manage the contract and any follow-up issues.
Financial and invoice records are kept for the period required by tax and accounting law.
Customer correspondence and complaint records may be retained for a reasonable period to support service management and dispute resolution.
Data collected with consent is kept until consent is withdrawn or it is no longer needed.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis.

While we work to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with legal requirements.

7. Your Rights

Under data protection law, you have rights over your personal data. These rights may apply depending on the legal basis for processing and the context of your request:

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 restrict processing – to limit how we use 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.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits set out by law unless an extension is permitted.

8. Automated Decision-Making

We do not make decisions about customers solely by automated means that produce legal or similarly significant effects. If this changes in the future, we will update this policy and provide the required information about how such decisions are made and what rights you have.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or similar service and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it or secure appropriate consent where required.

10. International Transfers

Where any service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy decisions or approved contractual protections, so that your information remains protected to a standard required by law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is published or otherwise communicated to customers. We encourage you to review this policy periodically to stay informed about how we protect your data.

12. Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your personal data is handled, you should contact us using the channels we provide during your service interaction. If you are not satisfied with our response, you also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) or your local supervisory authority.

Summary: Man And Van Kentish Town processes customer data lawfully for bookings, transport, payments, and support; shares it with trusted processors; retains it only as needed; and respects all GDPR rights.