Privacy Policy - Man With Van Kentish Town

This Privacy Policy explains how Man With Van Kentish Town collects, uses, stores, shares, and protects personal data when providing moving, delivery, and van transport services. It applies to all Man With Van Kentish Town customers in the area, including individuals and businesses who request quotations, make bookings, receive services, or communicate with us in relation to a move or delivery.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of data we collect, the lawful basis for processing, how long we keep data, the processors we may use, and the rights available to users.

1. Information We Collect

We collect only the personal data needed to provide our services effectively, manage customer relationships, and meet legal obligations. The information we may collect includes:

Identity information such as your name and, where relevant, the name of your business.
Contact information such as phone number, email address, and service address.
Service details including moving date, pickup and delivery locations, property access information, and item descriptions.
Payment-related details such as billing information and transaction records.
Communication records including messages, emails, booking notes, and service preferences.
Operational information that helps us complete a move safely and efficiently, such as parking restrictions, fragile items, or special handling requirements.
Website or digital interaction data if you contact us via online forms or similar channels, such as technical identifiers and usage information.

We do not knowingly collect more personal data than necessary for the relevant purpose. In some cases, you may choose to provide additional information to help us deliver the service more smoothly. If you do so, we will treat that information in accordance with this policy.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange, confirm, and complete bookings.
To manage the safe transport of items and support service delivery.
To process payments and manage invoices or receipts.
To communicate with customers about changes, updates, or service issues.
To maintain internal records and customer history.
To comply with legal, accounting, and tax obligations.
To handle complaints, claims, or disputes.
To improve our service quality, planning, and customer experience.

We will only use personal data for the purposes stated in this policy or for closely related purposes that a person would reasonably expect.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, arranging services, confirming move details, and taking payment where applicable.

Legal Obligation

We may process and retain certain information to meet legal obligations, such as tax, accounting, insurance, or regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving services, maintaining records, and communicating with customers about existing services.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain non-essential communications. Where consent is used, you may withdraw it at any time.

Special category data is not generally required for our services. If you choose to share information that may reveal sensitive details, we will only process it where a lawful basis exists and appropriate safeguards are in place.

4. Data Sharing and Processors

We may share personal data with trusted third-party service providers, known as processors, who help us operate our business and deliver services. These processors act on our instructions and are required to protect personal data appropriately.

Examples of processors may include:

Payment processors for secure payment handling and transaction processing.
Accounting and bookkeeping providers for invoicing, financial records, and tax compliance.
IT and cloud service providers for secure storage, system maintenance, and business operations.
Communication service providers for email, messaging, or booking communications.
Operational contractors where required to complete a move or delivery on our behalf.

We may also share information with:

Legal or regulatory authorities where required by law.
Insurers where necessary for claims handling or risk management.
Professional advisers such as lawyers or accountants when needed for business, compliance, or dispute resolution purposes.

We do not sell personal data. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with applicable data protection law.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of data and the reason it is held.

Typical retention practices may include:

Quotation and enquiry records kept for a reasonable period to manage follow-up, service history, and business administration.
Customer booking and transaction records kept for legal, contractual, and accounting purposes.
Communication records kept as needed to manage service delivery, complaints, or disputes.
Financial records kept for the period required by tax and accounting law.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of safely. We aim to ensure that personal data is not retained longer than necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, secure storage, staff awareness, and procedures for handling data securely.

Although no method of transmission or storage is entirely risk-free, we work to maintain an appropriate level of protection proportional to the nature of the data we process.

7. Your Rights

As a data subject, you have several rights under UK data protection law. These rights may be subject to certain conditions and exceptions. They include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure, also known as the right to be forgotten, in certain circumstances.
The right to restrict processing where you want us to limit how we use your data.
The right to object to processing based on legitimate interests, including direct marketing where applicable.
The right to data portability for information you have provided to us, where the legal conditions are met.
The right to withdraw consent where processing is based on consent.
The right to complain to the Information Commissioner’s Office if you believe your data has been handled improperly.

We will respond to valid requests in accordance with applicable legal timeframes. To protect your privacy, we may need to verify your identity before acting on a request.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by an adult in connection with a household move or similar service. If we become aware that data has been collected without appropriate authority, we will take reasonable steps to delete or correct it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or the way we handle data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is used.

10. Scope of This Policy

This policy applies to all Man With Van Kentish Town customers in the area, whether they use our services for home removals, office moves, single-item transport, or related van services. By providing your personal data to us, you acknowledge that it may be processed in accordance with this Privacy Policy and applicable data protection law.

Summary of our commitment: we process personal data lawfully, limit collection to what is necessary, use trusted processors, retain information only as long as needed, and respect your rights under UK GDPR.