Man with Van Kentish Town Privacy Policy

This Privacy Policy explains how Man with Van Kentish Town collects, uses, stores, and protects personal data relating to customers and prospective customers in the Kentish Town area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Kentish Town customers and service users in the area, whether you contact us online, by phone, or in person.

1. Data Controller and Scope

Man with Van Kentish Town is the data controller for the personal data that we process about you in connection with our services. This means we decide how and why your personal data is used, and we are responsible for ensuring that it is handled in accordance with applicable data protection laws.

This Privacy Policy applies whenever you interact with Man with Van Kentish Town as a customer, potential customer, or recipient of our moving and transport services in the Kentish Town area, including enquiries, quotations, bookings, and after-service communication.

2. Personal Data We Collect

We collect only the personal data necessary to provide and manage our services. The types of information we may collect include:

Identity and contact details such as your full name, address, service addresses for collection and delivery, and any other contact details you choose to provide.

Booking and service details such as preferred service dates and times, property access information relevant to the move, inventory or item descriptions, and any specific instructions you provide regarding the service.

Communication records such as information contained in messages, enquiries, feedback, or complaints you submit. This may include notes of telephone conversations where relevant to your booking or our services.

Payment and transaction information such as details of payments made and the method used. We do not store full card details if payments are processed via secure third-party payment processors; we only retain confirmation of payment and limited details necessary for accounting and record-keeping.

Technical and usage data such as basic information about how you interact with our website or digital services, including date and time of visits and pages viewed. This is generally processed in an aggregated or pseudonymous way, where possible.

3. How We Collect Your Data

We collect your personal data in the following ways:

Directly from you when you contact us to request a quote, make a booking, ask a question, leave feedback, or communicate with us by any method.

Through our website when you fill in an online form or provide details for a quotation or callback.

From third parties when you have given permission for your details to be shared with service providers such as comparison platforms, marketplaces, or referral partners. In these cases, we receive only the data required to provide our services or to respond to your enquiry.

4. Lawful Bases for Processing

We process your personal data only when we have a lawful basis to do so. Depending on the specific activity, we rely on the following lawful bases:

Contractual necessity to take steps at your request before entering into a contract, such as providing a quotation, and to perform our contract with you by managing and delivering your move or transport service.

Legitimate interests where we have a legitimate business interest that is not overridden by your rights and freedoms. This includes managing our business operations, improving our services, responding to enquiries, and protecting our legal rights. When relying on legitimate interests, we carefully assess and balance these interests against your privacy.

Legal obligation where we are required to process certain data to comply with legal or regulatory requirements, such as taxation, accounting, or responding to lawful requests from authorities.

Consent where you have given clear and specific permission for us to process your data for a particular purpose, such as receiving optional marketing communications. You can withdraw your consent at any time.

5. How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations, confirm availability, and arrange bookings for Man with Van Kentish Town services.

To plan and carry out your move or transport job, including coordinating pick-up and drop-off locations, timing, and special requirements.

To communicate with you about your booking, including confirmations, reminders, updates, and any follow-up enquiries or feedback requests.

To manage our customer records, accounting, and administrative processes.

To improve our services, resolve issues, handle complaints, and monitor service quality.

To meet legal and regulatory obligations, including record-keeping and responding to lawful information requests.

To send you service-related information and, where permitted, limited marketing about similar services you may be interested in. You have the right to object to marketing at any time.

6. Data Retention

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

In general, customer and booking records are kept for a period that allows us to manage repeat bookings, handle any queries or disputes, and comply with tax and accounting rules. After this period, data is securely deleted or anonymised so that it can no longer be used to identify you.

The exact retention period may vary depending on the nature of the data and our legal obligations. We regularly review our retention practices to ensure they remain appropriate and proportionate.

7. Data Processors and Sharing of Personal Data

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only act on our instructions and are bound by contracts requiring them to protect your personal data.

Types of processors and recipients may include:

Payment service providers that process payments securely on our behalf.

IT and hosting providers that support our website, email, and data storage systems.

Business support services such as accountants and professional advisers who assist with our legitimate business needs and legal obligations.

Where necessary, we may also share information with law enforcement agencies, regulators, or other authorities when required by law or to protect our legal rights.

We do not sell your personal data to third parties. We also do not permit our processors to use your data for their own independent purposes.

8. International Data Transfers

Where personal data is transferred outside the United Kingdom or European Economic Area by our processors, we take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protection, to safeguard your information in accordance with data protection laws.

9. Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include restricted access to customer information, secure storage solutions, and limiting the amount of data we collect to what is necessary for providing our services.

Despite our efforts, no method of transmission or storage is completely secure. However, we continually review and enhance our security practices in line with industry standards and legal requirements.

10. Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

Right of access the right to obtain confirmation of whether we process your personal data and, if so, to receive a copy of that data and additional information about how it is used.

Right to rectification the right to have inaccurate or incomplete personal data corrected.

Right to erasure the right to request deletion of your personal data where there is no longer a valid reason for us to keep it, subject to our legal obligations.

Right to restriction the right to request that we restrict the processing of your personal data in certain circumstances.

Right to data portability the right to receive certain personal data in a structured, commonly used, and machine-readable format and to have it transmitted to another controller where technically feasible.

Right to object the right to object to processing of your personal data based on our legitimate interests, and the right to object at any time to processing for direct marketing purposes.

Right to withdraw consent where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.

11. Complaints

If you are concerned about how we handle your personal data, you can contact us to raise your concerns and we will do our best to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your rights have been infringed.

12. 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 protection practices. Any updates will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.