Man and Van Kentish Town Privacy Policy

This Privacy Policy explains how Man and Van Kentish Town collects, uses, stores and protects personal data about its customers. It applies to all Man and Van Kentish Town customers located in the Kentish Town area and surrounding neighbourhoods who use our services, make enquiries, or otherwise interact with us in connection with our man and van, moving, and related services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

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 types of personal data we may collect include:

Identification and contact details such as your name, address, collection and delivery addresses, and general contact details necessary to arrange and provide our services.

Service and booking information such as dates and times of your booking, details of the items to be transported, access information for properties, parking details, and any specific instructions you give us related to the move or transport service.

Communication records such as information you provide when you contact us for a quote, ask questions, provide feedback or make a complaint. This can include written notes of calls, messages and other correspondence.

Payment-related information such as the amount charged, date of payment, and payment method details necessary to process your payment and keep financial records. We do not store full payment card numbers; where card payments are used, they are typically handled by third party payment processors who comply with relevant security standards.

Technical and usage information such as basic information about how you interact with our website or online content, including general device and browser information and pages visited where this is provided by cookies or similar technologies. We do not use this data to identify you directly, but it may be considered personal data where it can be linked to you.

Lawful Basis for Processing Personal Data

We only process your personal data where we have a valid legal basis under data protection law. Depending on the circumstances, the lawful basis will be one or more of the following:

Contractual necessity. We process your personal data where it is necessary to enter into or perform a contract with you, such as to provide a quote, make a booking, plan and carry out your move, manage changes or cancellations, and handle post-service queries.

Compliance with legal obligations. We may process your personal data where it is necessary to comply with legal and regulatory obligations, such as record-keeping, accounting, tax requirements, and responding to lawful requests from public authorities.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests and these are not overridden by your rights and freedoms. Examples include ensuring the security of our operations, preventing fraud, improving our services, and maintaining appropriate business records.

Consent. In limited situations, we may rely on your consent, for example for certain marketing communications or optional uses of your data. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including arranging, confirming and carrying out man and van and moving services, planning routes, coordinating staff and vehicles, and managing your booking from start to finish.

To communicate with you, such as responding to your enquiries, providing quotes, confirming bookings, sending necessary service updates, and handling feedback or complaints.

To process payments and maintain financial records so that we can issue invoices, receive payments and comply with accounting and tax obligations.

To improve our services and operations by analysing service usage patterns, customer feedback and the effectiveness of our processes, helping us to deliver a reliable and efficient service in the Kentish Town area.

To protect our business and prevent misuse, including verifying information where appropriate, preventing fraud, ensuring the safety of staff and customers, and enforcing our contractual terms.

Data Sharing and Data Processors

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your data according to our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with data protection laws.

Categories of processors may include:

Payment service providers that process card or electronic payments and assist with fraud prevention and security checks.

IT and hosting providers that supply and maintain systems, tools and platforms used to run our website, manage bookings and store information securely.

Communication service providers that support email, messaging or other communication systems used to contact you about your bookings and enquiries.

Professional advisers such as accountants or legal advisers where necessary for auditing, compliance or the management of legal claims.

We may also share personal data with other third parties where required by law, in connection with legal proceedings, or to protect our rights, property or safety and that of our customers and staff.

International Transfers

Where we use service providers or systems located outside the United Kingdom or European Economic Area, we take steps to ensure that your personal data remains protected. This may involve using countries that have been recognised as providing an adequate level of protection or implementing appropriate safeguards such as standard contractual clauses approved for use under data protection law.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting or reporting requirements.

In general, we retain booking and service-related information for a period that allows us to handle queries after your move, maintain accurate business records, and comply with tax and accounting rules. This may mean keeping certain records for several years after the end of our relationship, in line with statutory limitation periods and regulatory guidance.

Where data is processed based solely on your consent and no longer needed for any other lawful purpose, we will delete it or anonymise it when you withdraw consent or when it is no longer required.

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

Security of Your Personal Data

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, appropriate data handling procedures and staff awareness of data protection responsibilities.

While we take reasonable steps to safeguard your data, no system or transmission of information can be completely secure. We therefore cannot guarantee absolute security, but we are committed to responding promptly and responsibly to any suspected data security incident.

Your Data Protection Rights

As a customer of Man and Van Kentish Town in the Kentish Town area, you have several rights under data protection law in relation to your personal data. Subject to certain conditions and exemptions, these include:

The right of access. You have the right to request confirmation that we process your personal data and to receive a copy of the personal data we hold about you.

The right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

The right to erasure. In some circumstances, you may request that we delete or remove your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent.

The right to restrict processing. You may ask us to restrict the processing of your personal data in certain situations, such as while we verify the accuracy of data or consider an objection.

The right to object. You may object to our processing of your personal data where we are relying on legitimate interests or where data is used for direct marketing.

The right to data portability. In certain cases, you may request that we provide you or another controller with your personal data in a structured, commonly used and machine-readable format.

Where our processing is based on your consent, you also have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing that took place before consent was withdrawn.

If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. This helps us ensure that personal data is not disclosed to anyone who does not have the right to receive it.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The updated version will apply from the date it is made available. You are encouraged to review this page periodically to stay informed about how we handle your personal data as a customer of Man and Van Kentish Town.