Privacy Policy - Man With Van Kentishtown

This Privacy Policy explains how Man With Van Kentishtown collects, uses, stores, shares, and protects personal data when providing removals, man and van, packing, loading, transport, and related services. It applies to all Man With Van Kentishtown customers in the area, including individuals, households, landlords, tenants, homeowners, and business clients who use our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We respect privacy rights and aim to collect only the information needed to deliver and manage our services effectively.

1. Personal Data We Collect

We may collect and process personal data that is necessary for booking, carrying out, and managing our services. The types of information we collect can include:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Service details such as pickup and delivery addresses, property access notes, inventory information, moving dates, and special handling requirements.
Payment information such as billing details and payment confirmation records.
Communication records such as messages, service requests, complaints, and instructions.
Operational data such as quotes, booking records, job notes, and service history.
Technical data where relevant, such as limited device or usage information if you interact with our online systems.

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, or we are required to do so for a specific lawful reason. If such data is provided incidentally, it is handled with additional care and only for the relevant purpose.

2. How We Use Your Data

We use personal data to provide our services and manage customer relationships. Typical purposes include:

Responding to enquiries and preparing quotations.
Scheduling and delivering moving services.
Confirming bookings and service arrangements.
Managing payments, invoices, and accounting records.
Coordinating staff, drivers, and subcontracted service providers.
Handling customer service issues, complaints, and claims.
Maintaining business records and complying with legal obligations.
Improving our operations, planning, and service quality.

We only process data for legitimate and specific purposes. We do not use your personal data in ways that are incompatible with the reason it was collected.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. We rely on the following bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, delivering moving services, issuing invoices, and managing service-related communications.

Legal Obligation

We may process data where needed to comply with legal and regulatory requirements, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving service delivery, managing internal operations, preventing fraud, and maintaining secure records. We always consider whether the processing is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications or provide information that is not required for the service. Where consent is used, you may withdraw it at any time.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who support the delivery and administration of our services. These third parties act as processors or, in some situations, independent controllers. We only share information where necessary and under appropriate safeguards.

Examples of processors may include:

Payment service providers that handle transactions securely.
IT and hosting providers that support storage, backup, or communications systems.
Administrative and accounting services that assist with invoicing and financial records.
Scheduling or customer management tools used to organise bookings and service records.
Subcontracted movers or logistics partners engaged to support a booked service.

Processors are required to process personal data only on our instructions, use appropriate security measures, and keep the information confidential. We do not sell personal data.

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

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of information and why it is held.

Booking and service records are generally retained for as long as needed to manage the service and any follow-up queries.
Financial and invoice records may be retained for the period required by tax and accounting laws.
Complaint or claim records may be kept until the matter is resolved and for a reasonable period afterwards.
Communication records are retained only as long as necessary for service administration and quality control.

When personal data is no longer needed, it is deleted, anonymised, or securely archived where appropriate. We aim to keep data no longer than necessary.

6. Data Security

We take reasonable 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 limited access to records.

Although we work hard to protect your information, no system can be completely secure. If a data incident occurs, we will respond in line with legal requirements and take appropriate steps to reduce risk.

7. 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 limitations, but we will always assess and respond to requests appropriately.

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 information.
Right to erasure ??? you may request deletion of your data in certain circumstances.
Right to restrict processing ??? you can ask us to limit how we use your data in certain situations.
Right to data portability ??? you may request certain data in a structured, commonly used format.
Right to object ??? you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent ??? where consent is relied upon, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will normally respond within the time limits required by law.

8. Children???s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where necessary in connection with a household move and only to the extent required to provide the service safely and appropriately.

9. International Transfers

Where any data processor or system stores information outside the United Kingdom, we ensure that suitable safeguards are in place to protect your personal data in accordance with applicable law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically to stay informed.

11. Summary of Our Commitments

Man With Van Kentishtown is committed to using personal data responsibly, transparently, and only when necessary to provide moving services and manage customer relationships. We collect only relevant information, rely on appropriate lawful bases, retain data for no longer than needed, and use trusted processors under suitable safeguards. We also respect your rights and will support reasonable requests made under data protection law.

This policy applies to all Man With Van Kentishtown customers in the area.