Privacy Policy - Man With A Van Kentishtown

This Privacy Policy explains how Man With A Van Kentishtown collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Kentishtown customers in the area, including people who request quotes, book or receive removals, transport, delivery, collection, packing, or related moving services. We are committed to handling personal data in a lawful, fair, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With A Van Kentishtown acts as the data controller for the personal data described in this policy. This means we decide why and how your personal information is processed when you use our services, ask for information, or interact with us in connection with a booking or enquiry.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, meeting legal obligations, and improving our operations. The data we may collect includes:

Identity information such as your name, title, and any business name you provide.
Contact information such as address, email address, and telephone number.
Booking and service information such as collection and delivery addresses, access details, property type, moving requirements, dates, times, inventory details, and service preferences.
Payment-related information such as payment status, transaction references, and invoice details. We do not store payment card information unless required by the payment provider’s secure system.
Communication records such as emails, messages, call notes, complaints, and service feedback.
Technical and usage data where relevant, such as basic device or browsing information when you interact with digital forms or online booking tools.
Special category data only where you voluntarily provide it and where it is necessary, for example if you tell us about access needs or health-related moving requirements. We do not seek this data unless it is essential for service delivery.

We may also receive personal data from third parties, such as referral partners, payment service providers, or subcontracted service providers, where this is lawful and relevant to your booking.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to carry out removals, deliveries, and related services;
to communicate with you about your enquiry or job;
to process payments, send invoices, and manage account records;
to arrange staff, vehicles, equipment, and subcontractors where needed;
to deal with complaints, disputes, and insurance matters;
to comply with legal, tax, accounting, and regulatory obligations;
to maintain service quality, training, safety, and business records;
to protect against fraud, misuse, or unlawful activity.

We will not use your data for purposes that are incompatible with the reasons it was collected, unless we are legally permitted to do so or you have given valid consent.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. The lawful bases we rely on are:

Contract

We process data when it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, and handling payments.

Legal Obligation

We may process data to comply with statutory obligations, including tax, accounting, record-keeping, health and safety, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing operations, preventing fraud, improving services, maintaining security, and handling service-related correspondence. Where required, we balance our interests against your privacy rights.

Consent

We may rely on consent where it is needed, particularly for certain optional communications or the use of specific information you choose to provide. When we rely on consent, you may withdraw it at any time.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, for example in an emergency involving health or safety during a service.

5. Data Sharing and Processors

We may share personal data only when necessary and in line with this policy. We do not sell your personal data. Data may be shared with trusted processors and other parties who help us deliver our services, including:

Payment processors that handle secure payment transactions;
IT and cloud service providers that store or support business systems, email, scheduling, or data backup;
Accountancy, bookkeeping, and tax service providers that support financial administration;
Subcontracted movers or logistics partners who assist in fulfilling a booking;
Insurance providers, claims handlers, and legal advisers where needed for disputes, liability, or claims;
Regulators, law enforcement, or public authorities where required by law.

All processors are expected to handle personal data only on our instructions, keep it secure, and use it only for the agreed purpose. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason it was collected. In general:

booking and service records are kept for a reasonable period after completion of the job;
financial and tax records are retained for the period required by law;
complaints, claims, and dispute records may be kept longer where needed to defend legal rights;
inquiry data that does not lead to a booking may be deleted after a suitable period unless retention is justified.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and data minimisation practices. While no system can be guaranteed completely secure, we take reasonable and proportionate steps to protect the information we hold.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restriction – you can ask us to limit the way we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request certain data in a structured, commonly used format where applicable.
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 by law.

9. Children’s Data

Our services are intended for adults and businesses arranging removals or transport. We do not knowingly collect personal data from children. If we become aware that a child’s personal data has been provided without appropriate authority, we will take steps to delete it where required.

10. Automated Decision-Making

We do not use fully automated decision-making that produces legal or similarly significant effects about you. Any service decisions are made by people reviewing the relevant booking or request.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers in the area to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Key Points

Man With A Van Kentishtown collects only the data needed to provide moving and related services, uses it on lawful grounds such as contract, legal obligation, consent, and legitimate interests, shares it only with trusted processors when necessary, and keeps it only for as long as required. We respect your rights and aim to handle all personal data responsibly, securely, and transparently.