Privacy Policy for Man And Van Kennington

This Privacy Policy explains how Man And Van Kennington collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Kennington customers in the area, including anyone who requests, books, receives, or enquires about our moving and transport services.

1. Who We Are

Man And Van Kennington provides removal, transport, delivery, loading, and related moving services. In delivering these services, we may process personal data about customers, potential customers, property occupants, and other individuals connected with a booking. We are responsible for deciding how and why personal information is used for our business operations.

2. Personal Data We Collect

We only collect personal information that is necessary for the services we provide and the administration of our business. The types of data we may collect include:

Identity details such as your name and, where needed, basic identification information.
Contact details such as telephone number, email address, and address information needed for service delivery.
Booking details including service dates, collection and delivery locations, item descriptions, access notes, and moving requirements.
Payment-related information needed to process charges and record transactions.
Communication records such as emails, messages, and notes from telephone conversations.
Service history including records of completed jobs, complaints, claims, and customer preferences.
Technical data if you interact with our digital systems, such as basic device or usage information, where applicable.

We do not seek to collect unnecessary personal data. In most cases, we rely on information provided directly by customers when they make a booking, request a quotation, or communicate with us.

3. How We Use Personal Data

We use personal data only for clear and legitimate purposes connected with our services and business operations. These purposes include:

providing quotations and confirming bookings;
planning and carrying out removals, deliveries, and related services;
communicating about service arrangements, access requirements, and any changes;
issuing invoices, managing payments, and maintaining financial records;
handling complaints, queries, damage reports, and service issues;
meeting legal, accounting, and tax obligations;
protecting the security of our staff, customers, and property;
improving service quality, internal processes, and customer experience.

We will only use personal data in ways that are compatible with the reason it was originally collected. If we need to use data for a new purpose, we will make sure we have a lawful basis for doing so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Man And Van Kennington relies on the following lawful bases, depending on the situation:

Contract – processing is necessary to enter into or perform a service agreement with you, including booking, scheduling, and completing the work.
Legal obligation – processing is necessary to comply with tax, accounting, insurance, and other legal duties.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing operations, preventing fraud, improving services, and keeping internal records, provided your rights do not override those interests.
Consent – in limited cases, we may rely on your consent, for example where it is required for a specific optional activity. You may withdraw consent at any time if processing is based on consent.

Where we process special category data or any other sensitive information, we will only do so where permitted by law and where a valid condition applies. In most cases, we do not intentionally collect sensitive data.

5. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to provide our services, run our business, or comply with the law. These third parties may act as processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

payment processing providers;
accounting and bookkeeping services;
IT, cloud storage, and software providers;
communication and messaging service providers;
professional advisers such as insurers, legal advisers, or auditors.

Where a third party processes data on our behalf, we require them to protect the information, use it only for authorised purposes, and keep it secure. We do not sell personal data.

We may also disclose data if required by law, to respond to lawful requests, or to protect our rights, property, customers, or staff.

6. Data Retention

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

Typical retention considerations include:

Booking and service records may be retained for a reasonable period after completion in case of follow-up, disputes, or service history needs.
Financial and tax records are kept for the period required by law.
Complaints and claims information may be retained for a period necessary to resolve issues and defend legal claims.
Routine communications are deleted or archived when no longer needed for business purposes.

When personal data is no longer required, we will securely delete, anonymise, or destroy it.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the information we hold and the risks involved. Access to personal data is limited to those who need it for legitimate business purposes. Security is an ongoing responsibility, and we regularly review our procedures.

8. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. Depending on the circumstances, these may include:

The right to be informed about how your data is used.
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 data.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights relating to automated decision-making where such decisions have legal or similarly significant effects.

If you wish to exercise any of these rights, we will respond in accordance with data protection law. We may need to verify your identity before acting on a request. Some rights are subject to legal exceptions and may not apply in every case.

9. Marketing and Communications

We do not use your personal data for unnecessary marketing. If we contact you about our services, we will do so in a lawful and appropriate way. Where consent is required for certain communications, you may withdraw it at any time. Even where marketing is permitted under legitimate interests or other lawful bases, you can still object to it.

10. International Transfers

If any service provider stores or processes personal data outside the UK, we will take appropriate steps to ensure that the data remains protected to a standard required by law. This may include using approved safeguards or assessing whether the receiving country offers adequate protection.

11. Children’s Data

Our services are directed at adults, and we do not intentionally collect data from children except where it is necessary in connection with a service booking or lawful business requirement. If we become aware that we have collected information improperly, we will take reasonable steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. The most recent version will apply to all Man And Van Kennington customers in area. We encourage customers to review this policy periodically to stay informed about how their data is handled.

13. Contacting Us About Privacy

If you have questions about this Privacy Policy, wish to exercise your rights, or are concerned about how your personal data is handled, you may raise the matter directly with us through the appropriate business channels. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

Summary of Key Points

In short: we collect only the personal data needed to deliver moving and transport services, we process it on lawful grounds such as contract and legitimate interests, we share it only with trusted processors where necessary, and we keep it only as long as required by law or business need. You have rights over your data, and we take privacy and security seriously.

This policy is intended to be clear, lawful, and transparent for all customers of Man And Van Kennington in area.