Privacy Policy - Man And Van Kennington

This Privacy Policy explains how Man And Van Kennington collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Kennington customers in area, including individuals who request quotes, make bookings, use moving services, or communicate with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data where we have a valid lawful basis and only keep it for as long as necessary for the purposes set out in this policy. This policy should be read carefully so you understand how your information is used.

1. Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and the services you request. The information we collect may include the following:

Identity details: name, title, and any business name you provide.
Contact details: address, email address, phone number, and moving location details.
Booking information: service dates, move size, property access details, inventory notes, and special instructions.
Payment information: transaction records, billing details, and payment status. We do not store card security codes.
Communication records: messages, calls, complaints, feedback, and any correspondence related to quotes or bookings.
Service and operational data: records of quotes, job completion notes, workforce allocations, and service history.
Technical data: basic device or usage information if you contact us through digital channels, such as IP address or browser details, where relevant.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for the service, such as health-related access needs. If you do provide such information, we will handle it with additional care and only process it where lawful to do so.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan and deliver moving, transport, loading, and related services;
to communicate with you about appointments, changes, or service issues;
to process payments and maintain business records;
to handle complaints, claims, and disputes;
to improve service quality, efficiency, and customer experience;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, customers, and property from fraud or misuse.

We only use personal data for the purposes for which it was collected, unless we reasonably believe another compatible purpose applies or we are required to do otherwise by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. We rely on the following lawful bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out removal or transport services, and managing related customer communications.

Legal Obligation

We process some data because we are required to comply with legal obligations, including tax, accounting, insurance, record-keeping, and other regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service improvement, internal administration, fraud prevention, customer support, and maintaining accurate records. When relying on legitimate interests, we assess whether the processing is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, for example if you provide optional information or agree to specific forms of communication. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our business and the delivery of services. These third parties act either as independent controllers or as processors acting on our instructions.

Examples of processors and service providers may include:

IT and cloud storage providers;
payment processing and invoicing services;
accounting and bookkeeping providers;
customer communication and scheduling tools;
professional advisers such as insurers, legal advisers, or auditors;
subcontracted service providers assisting with jobs, where needed.

All processors are required to handle personal data securely, confidentially, and only in accordance with our instructions and applicable data protection law. We do not sell personal data. We will only disclose data to other organisations where necessary to deliver our services, comply with the law, protect rights and safety, or pursue legitimate business purposes.

If data is transferred outside the UK, we will ensure suitable safeguards are in place to protect it, such as approved contractual clauses or other legally recognised mechanisms.

5. Data Retention

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

Quotation and booking records: retained for a reasonable period to manage customer relationships and potential disputes.
Transactional and accounting records: retained for the period required by tax and financial laws.
Communications and complaints: retained as long as needed to resolve queries and demonstrate proper handling.
Operational records: retained for business administration, quality control, and claim handling.

When information is no longer required, it is securely deleted, anonymised, or destroyed. We regularly review the data we hold to ensure it is not kept longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and monitoring of systems and records.

While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information necessary for the service and to notify us promptly if they believe any personal data has been compromised.

7. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be exercised free of charge, subject to legal limits and exceptions.

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete information.
Right to erasure: request deletion of your data where there is no good reason for continued processing.
Right to restriction: ask us to limit the use of your data in certain circumstances.
Right to data portability: request transfer of certain data to you or another controller, where applicable.
Right to object: object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent: withdraw consent where processing is based on consent.

You also have the right to raise concerns about how your data is handled. You may contact the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can review and address them appropriately.

8. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult as part of a service arrangement, and only where necessary.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The latest version will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how their data is used.

10. Summary of Our Commitment

Man And Van Kennington respects your privacy and is committed to processing personal data responsibly. We collect only the information needed to provide our services, rely on lawful grounds for all processing, use trusted processors under strict controls, and keep information only for as long as required. We also recognise and support your rights under data protection law.

This policy applies to all Man And Van Kennington customers in area and is designed to ensure clear, fair, and lawful handling of personal information.