Privacy Policy - Man And Van Kennington

This Privacy Policy explains how Man And Van Kennington collects, uses, stores, shares, and protects personal data when providing removal, moving, delivery, and related services. It applies to all Man And Van Kennington customers in the area, including prospective customers, booking contacts, and anyone who communicates with us about our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Kennington is a local moving and transport service provider operating in and around Kennington. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed.

2. Information We Collect

We collect only the information necessary to manage enquiries, provide quotes, deliver services, and meet legal and operational obligations. The types of personal data we may collect include:

Identity details such as name and title.
Contact information such as phone number and email address.
Service details such as moving date, pickup and drop-off addresses, property access notes, item lists, and special handling instructions.
Billing information such as payment records, invoice details, and transaction references.
Communication records such as emails, messages, call notes, and booking correspondence.
Technical information where relevant, such as limited website or device data if you interact with digital booking tools.

We may also collect information you choose to provide voluntarily, for example when requesting a quotation, raising a complaint, or giving feedback. We do not intentionally collect special category data unless it is strictly necessary and you have provided it yourself in a relevant context, such as noting accessibility needs. In such cases, we will apply extra care and protection.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, confirm, and carry out removal and transport services.
To manage scheduling, logistics, and customer instructions.
To process payments, issue invoices, and maintain accounting records.
To communicate service updates or changes.
To handle complaints, disputes, or claims.
To meet legal, tax, and regulatory obligations.
To improve our services and maintain internal records.

We only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose. If we need to use your data for a new purpose, we will explain this where appropriate.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every processing activity. Man And Van Kennington relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, planning moves, delivering services, and handling payment-related steps.

Legal obligation

We may process your information where required to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing customer relationships, preventing fraud, maintaining service quality, and improving operations. We ensure that any reliance on legitimate interests is balanced and proportionate.

Consent

In limited situations, we may rely on consent, for example where you have explicitly agreed to receive certain optional communications. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell your personal data. We may share it only when necessary and appropriate for service delivery, legal compliance, or business operations. In some cases, we use trusted processors who act on our instructions and are contractually required to protect your information.

Processors may include:

Payment service providers that handle secure payment processing.
Accounting and bookkeeping providers that support invoicing and financial records.
IT and cloud service providers that store data securely or support booking and communication systems.
Communication service providers that help us send emails or messages.
Professional advisers such as insurers, legal advisers, or auditors, where necessary.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. If a processor or third party is located outside the UK, we will take steps to ensure that appropriate safeguards are in place before transferring personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy and to satisfy legal, accounting, or reporting requirements. Retention periods depend on the type of data and why it was collected.

As a general approach:

Quotation and booking enquiries may be kept for a reasonable period to manage follow-up and service history.
Service and transaction records may be retained for accounting, tax, and dispute-resolution purposes.
Correspondence related to complaints, claims, or legal matters may be kept longer where necessary.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We aim to retain only what is necessary and no more.

7. Data Security

We take 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 restricted sharing on a need-to-know basis. While no system can be guaranteed completely secure, we work to reduce risks and maintain appropriate safeguards.

8. Your Rights

As a data subject under GDPR, you have a number of rights regarding your personal data. These rights may be subject to legal limitations in certain cases. Your rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the UK Information Commissioner’s Office if you believe your data rights have not been respected. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Children’s Data

Our services are intended for adult customers and business contacts. We do not knowingly collect personal data from children except where it is incidental to a service request and necessary for the arrangement of a move, such as information about a household setting. In such cases, we limit processing to what is required and apply appropriate safeguards.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, or how we operate. The most recent version will apply to our processing of personal data. We recommend reviewing this policy periodically so you remain informed about how your information is handled.

11. Summary of Our Commitment

Man And Van Kennington is committed to respecting privacy and handling personal data responsibly. We collect only what is needed, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. We also respect your rights and aim to be transparent in all our data practices.

Last updated: this Privacy Policy applies to all Man And Van Kennington customers in the area and reflects our current data protection practices.