Privacy Policy

Man and Van Kennington Privacy Policy

This Privacy Policy explains how Man and Van Kennington collects, uses, stores, shares and protects personal data relating to customers and prospective customers. 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 and Van Kennington customers, and anyone making enquiries about our services, within the Kennington area and any surrounding locations we serve.

Who we are

Man and Van Kennington is a moving and transport service provider operating in the Kennington area. For the purposes of data protection law, Man and Van Kennington is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.

Personal data we collect

We collect and process different types of personal data in connection with our services. The categories of data we may collect include:

Identification and contact details: name, address, service addresses, billing address, contact preferences and any other similar contact details you choose to provide.

Service and booking information: date and time of move, collection and delivery addresses, property type and access details, descriptions of items to be moved, photographs you provide in relation to the job, and any special instructions.

Communication data: records of enquiries, emails, messages and any other communications between you and Man and Van Kennington, including notes of telephone conversations and details of complaints or feedback.

Payment and transaction data: information relating to payments for our services, such as payment amount, payment method, invoice details, and transaction history. Card and bank details are processed securely by payment service providers and are not stored by us beyond what is necessary for legitimate business and legal purposes.

Technical and usage information: when you visit our website or interact with our online content, we may collect information such as your IP address, browser type, device type, pages viewed and time spent on our site. This may involve the use of cookies or similar technologies where permitted by law and your browser settings.

How we use your personal data and lawful bases

We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:

To provide our services and manage bookings: we use your identification, contact and service information to provide you with quotes, confirm bookings, plan routes, carry out moves and related services, and issue invoices. Lawful basis: performance of a contract or steps taken at your request before entering into a contract.

To communicate with you: we use your contact and communication data to respond to enquiries, send confirmations and updates, manage changes to bookings, and respond to complaints or feedback. Lawful basis: performance of a contract and our legitimate interests in managing customer relationships.

To process payments and maintain financial records: we use payment and transaction data to process payments, handle refunds where applicable, keep accounting records and meet our tax and financial obligations. Lawful basis: performance of a contract and compliance with legal obligations.

To improve and manage our business: we use combined service, technical and usage data to analyse how our services are used, improve our operations, train staff and maintain security. Lawful basis: our legitimate interests in running and developing our business, provided your interests and rights are not overridden.

To send marketing communications: if we send you information about our services or promotions, we will do so in accordance with applicable marketing and e-privacy rules. Where required, we rely on your consent, which you can withdraw at any time, or on our legitimate interests where consent is not required and you have not objected.

To comply with legal and regulatory requirements: we may process your data to comply with laws, regulations, court orders, requests from authorities or to establish, exercise or defend legal claims. Lawful basis: compliance with a legal obligation or our legitimate interests in protecting our business.

Data sharing and processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy:

Service providers and data processors: such as payment processors, IT and system support providers, customer management systems, and providers of cloud storage or email services. These parties act as data processors and are only allowed to process your data in accordance with our instructions and for specified purposes.

Professional advisers: such as accountants, auditors, legal advisers or insurers, where they need access to personal data in order to provide advice or services to us.

Other third parties: where required to comply with the law or to protect our rights, for example law enforcement agencies, regulators, courts or dispute resolution services.

Where we use data processors, we require them to implement appropriate technical and organisational measures to protect personal data and to ensure that processing is carried out in compliance with data protection law.

International transfers

Your personal data is primarily stored and processed within the United Kingdom or the European Economic Area. Where it is necessary for us or our processors to transfer personal data outside this area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to ensure a level of data protection essentially equivalent to that in the United Kingdom.

Data retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, or for as long as we are required to keep it to comply with legal, accounting or reporting obligations.

In general, we apply the following retention guidelines:

Customer and booking records: kept for the duration of our relationship with you and for a reasonable period afterwards to handle any queries, disputes or claims, and to maintain business records.

Financial and transaction data: retained for the period required by tax and accounting laws, which is usually a minimum of six years from the end of the relevant financial year.

Marketing data: retained while you remain subscribed to receive marketing communications and for a limited period after you unsubscribe, to record your preference and ensure you are not contacted again inappropriately.

When personal data is no longer required, we will securely delete or anonymise it so that you can no longer be identified.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exceptions:

Right of access: you can request confirmation that we process your personal data and obtain a copy of that data, together with information about how it is used.

Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain cases, for example while we are considering a request to rectify or erase your data.

Right to data portability: you can request that we provide you with the personal data you have given us in a structured, commonly used and machine-readable format, and that we transmit it to another controller where technically feasible and where the lawful basis is consent or contract.

Right to object: you can object at any time to our processing of your personal data where we rely on legitimate interests, including profiling for those purposes. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or we need the data to establish, exercise or defend legal claims. You also have an absolute right to object to direct marketing at any time.

Rights relating to automated decision-making: you have rights not to be subject to a decision based solely on automated processing, including profiling, which has legal or similarly significant effects for you, unless certain conditions are met. Man and Van Kennington does not carry out such automated decision-making for customers in the Kennington area.

Exercising your rights and complaints

If you wish to exercise any of your rights, or if you have any questions about this Privacy Policy or how Man and Van Kennington handles your personal data, you can contact us using the usual contact methods for our business.

If you are not satisfied with our response or believe that we are not processing your personal data in accordance with data protection law, you have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom. You can do this without prejudice to any other rights or remedies you may have.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how your personal data is used and protected by Man and Van Kennington.