Privacy Policy - Man With Van Kensalgreen

This Privacy Policy explains how Man With Van Kensalgreen collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Kensalgreen customers in the area, including people who request quotes, book removals, move items, or otherwise use our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Man With Van Kensalgreen provides local removal and transport services. For the purposes of data protection law, we act as the data controller for the personal information we collect and use in connection with our services. This means we decide how and why your data is used, and we are responsible for making sure it is handled properly.

2. Personal data we collect

We only collect data that is relevant and necessary for providing our services, managing bookings, and meeting legal or operational obligations. Depending on how you interact with us, we may collect:

Identity details such as your name and title.
Contact details such as your address, phone number, and email address.
Booking information such as service dates, collection and delivery addresses, item descriptions, and access details.
Payment information such as payment status, billing records, and transaction details.
Communication records including messages, enquiry notes, complaint details, and service feedback.
Service-related data such as moving instructions, packing requirements, parking notes, and inventory details.
Technical data that may be collected when you contact us electronically, such as basic device or message metadata, where necessary for security or administration.

We do not seek to collect special category data unless it is strictly necessary and you choose to provide it. If such information is provided accidentally, we will handle it with extra care and only use it where lawfully permitted.

3. How we use your data

We use personal data for the following purposes:

To provide quotes and manage bookings.
To plan and deliver moving and transport services.
To communicate with you about your service request or booking.
To process payments and maintain accounting records.
To handle complaints, claims, or customer support issues.
To improve our services, processes, and customer experience.
To comply with legal, tax, and regulatory obligations.
To prevent fraud, misuse, and security incidents.

We will only use your information for the purposes for which it was collected unless we reasonably need to use it for another compatible purpose. If we need to use your data in a way that is materially different, we will make sure there is a lawful basis for doing so.

4. Lawful basis for processing

We rely on one or more of the following lawful bases under the UK GDPR:

a) Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, providing moving services, and managing payments.

b) 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. Examples include improving our services, managing operational efficiency, maintaining security, and responding to customer queries.

c) Legal obligation

We may process and retain certain information where required by law, including tax, accounting, insurance, or record-keeping obligations.

d) Consent

In limited situations, we may rely on your consent. Where consent is used, you have the right to withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing your data and processors

We may share personal data with trusted third parties where this is necessary for service delivery, administration, or legal compliance. These third parties act as processors or independent controllers depending on the context. Where they act as processors, they are only allowed to use your data on our instructions and must keep it secure.

Typical categories of processors and recipients may include:

Payment processors that handle card or online payments securely.
IT and hosting providers that support systems, data storage, and communications.
Accounting and bookkeeping providers that assist with financial records and compliance.
Scheduling or administration tools used to organise bookings and customer records.
Professional advisers such as insurers, legal advisers, or auditors where needed.
Public authorities where disclosure is required by law or necessary to protect rights, property, or safety.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable data protection law.

6. Data retention

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

As a general approach:

Booking and service records are retained for as long as needed to manage the service and resolve any follow-up issues.
Invoice, payment, and accounting records may be kept for the period required by tax and financial laws.
Complaint and claims records may be retained longer where needed to defend or establish legal claims.
Communications are retained only as long as necessary for customer service and internal record-keeping.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you. We review retention periodically to ensure information is not kept longer than necessary.

7. Security of your information

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal records. While no system is completely secure, we take reasonable steps to reduce risk and to respond appropriately if a data incident occurs.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to legal conditions or exemptions. Your rights include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you may ask us to delete your data in certain circumstances.
Right to restriction – you can request that we limit how we use your data in some situations.
Right to object – you can object to processing based on legitimate interests, and in some cases direct marketing if applicable.
Right to data portability – where applicable, you may request that we provide your data in a usable format.
Right to withdraw consent – if we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and keep you informed if we need more information to process your request.

9. Children’s data

Our services are not aimed at children, and we do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a household move or similar service. If we become aware that we have collected such information inappropriately, we will take reasonable steps to delete it.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. When we do, we will revise the relevant wording so that it remains accurate and clear. We encourage customers to review this policy periodically to stay informed about how their information is handled. The latest version will always apply to our processing activities from the date it becomes effective.

11. Summary of key principles

In summary, Man With Van Kensalgreen collects only the data needed to provide our moving and transport services, uses it on lawful grounds such as contract, legitimate interests, consent, or legal obligation, and keeps it only for as long as necessary. We work with trusted processors, protect your information, and respect your data protection rights.

This policy applies to all Man With Van Kensalgreen customers in the area.