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 when providing moving, delivery, loading, unloading, and related transport services. It applies to all Man With A Van Kentishtown customers in the area, including individuals and businesses who request quotations, make bookings, receive services, or communicate with us in connection with a move or delivery.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our relationship with you, and meeting our legal obligations. Depending on how you interact with us, we may collect the following information:

• Identity details such as your name and, where relevant, business name.
• Contact details such as telephone number, email address, and moving or collection address.
• Service information such as booking dates, inventory details, property access information, delivery instructions, and preferred service times.
• Billing and payment information such as invoice details, payment status, and limited transaction records. We do not intentionally store full card details unless handled securely by a payment provider.
• Communication records including emails, phone notes, quote requests, complaints, claims, and customer service correspondence.
• Operational data such as service notes, route planning information, and records needed to complete the move or delivery safely and efficiently.
• Technical data if you contact us through digital channels, which may include IP address, browser type, and basic usage data collected for security and performance purposes.

We do not seek to collect special category personal data unless it is strictly necessary and you choose to provide it, for example where it appears incidentally in communications about access needs, health-related handling requests, or other service requirements. If such data is provided, we will only process it where a valid legal basis applies and appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

• to provide quotations and manage bookings;
• to arrange and perform moving, delivery, packing, loading, unloading, and related services;
• to communicate with you before, during, and after a job;
• to issue invoices, record payments, and manage accounts;
• to handle complaints, insurance matters, and service disputes;
• to comply with legal, tax, accounting, and regulatory obligations;
• to maintain records, improve our operations, and prevent fraud or misuse;
• to protect the safety of our staff, customers, property, and vehicles.

We do not use your personal data for unrelated purposes without informing you and, where required, obtaining the necessary legal basis.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the situation, we may rely on one or more of the following bases:

Contract

We process your data where it is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes providing a quote, confirming a booking, completing a move, managing service changes, and issuing invoices.

Legal Obligation

We process certain data where it is required for compliance with law, including tax, accounting, record-keeping, and responding to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include service administration, quality control, safeguarding, fraud prevention, and internal record management. We always consider whether the processing is necessary and proportionate.

Consent

In limited circumstances, we may rely on your consent, for example for certain optional communications or where you voluntarily provide information that requires explicit permission for processing. Where consent is used, you can withdraw it at any time.

Vital Interests and Public Task

These bases are unlikely to apply in most ordinary service situations, but they may be relevant in exceptional circumstances where processing is needed to protect someone’s life or comply with a public authority requirement.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These organisations act as processors or, in some cases, separate controllers. They only process data on our instructions or for their own lawful purposes where applicable.

Examples of processors may include:

• IT and hosting providers that store business records, emails, or customer management data;
• Payment service providers that process customer payments securely;
• Accounting and bookkeeping providers that assist with invoices, tax records, and financial administration;
• Communication service providers that help us manage calls, messages, and email systems;
• Insurance or claims handlers where a loss, damage, or dispute must be reviewed;
• Professional advisers such as accountants, legal advisers, or auditors where necessary;
• Subcontracted service partners if additional assistance is required to complete a move or delivery.

We require processors to implement appropriate technical and organisational security measures. We do not sell your personal data. We do not permit processors to use your information for their own marketing unless you have separately consented or there is another lawful basis.

We may also disclose data where necessary to comply with the law, to protect our rights, to respond to legal claims, or to safeguard the safety of individuals and property.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and for any additional period required by law or justified by a legitimate business need. Retention periods depend on the type of data and the reason for processing.

• Quotation and enquiry records may be kept for a reasonable period to help with follow-up, audit, and business administration.
• Contract and service records are usually retained for the duration of the customer relationship and afterwards for as long as needed to deal with any disputes or claims.
• Financial and tax records are retained in line with statutory accounting and tax requirements.
• Complaint, incident, and claim records may be retained longer where needed to resolve disputes or meet insurance obligations.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. If data is held in backups, it will be removed in line with our routine deletion and retention processes.

6. Data Security

We take appropriate measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of personal information to those who need it for legitimate business purposes.

While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the data and the risks involved. If a data breach occurs that affects your rights and freedoms, we will respond in accordance with legal requirements.

7. Your Rights

You have a number of rights in relation to your personal data. These rights may be limited in some situations, for example where complying with a request would affect another person’s rights or where the law allows us to keep the data.

• Right of access – you can ask for a copy of the personal data we hold about you.
• Right to rectification – you can ask us to correct inaccurate or incomplete information.
• Right to erasure – you can ask us to delete your personal data in certain circumstances.
• Right to restrict processing – you can ask us to limit how we use your data in certain cases.
• Right to object – you can object to processing based on legitimate interests or direct marketing.
• Right to data portability – where applicable, you can ask us to provide your data in a structured, commonly used format.
• 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 will respond within the time limits required by law and may ask you to verify your identity before taking action.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally included in booking or access information provided by an adult customer. If we become aware that data has been collected inappropriately, we will take steps to remove it where required.

9. International Transfers

In some cases, service providers may store or process data outside the UK. Where this happens, we will take appropriate steps to ensure that any transfer is protected by suitable legal safeguards and that your data remains protected to an adequate standard.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data protection practices. Any updated version will apply from the date it is issued. We encourage customers to review this Policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man With A Van Kentishtown will only collect and use personal data where there is a valid reason to do so. We keep information accurate, secure, and only for as long as necessary. We use trusted processors where appropriate, and we respect the rights of every customer in the area. Our aim is to handle all personal data with care, transparency, and accountability throughout the service relationship.