Man with Van Kensal Green Privacy Policy
This Privacy Policy explains how Man with Van Kensal Green collects, uses, stores, and protects personal data relating to its customers in the Kensal Green area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Kensal Green customers and prospective customers in the area who contact us, request a quote, or use our services.
Who We Are and Scope of This Policy
Man with Van Kensal Green is a local removals and transport service operating in and around the Kensal Green area. In the context of UK and EU data protection law, we act as a data controller when we decide how and why your personal data is processed. This Privacy Policy covers all personal data we collect from customers and potential customers in the course of providing our services, including enquiries, bookings, and after-service communication.
What Personal Data We Collect
We only collect personal data that we need to provide and manage our services. The types of personal data we may collect include:
Identification and contact details: name, surname, postal address, collection and delivery addresses, and other contact details such as any email or communication identifiers you choose to share with us.
Booking and service information: details of the requested service, property access information you provide, dates and times of moves, inventory details, and any special instructions related to your booking.
Payment and transaction information: payment confirmations and records of amounts paid and due. We do not store full payment card details if payment is processed through a third-party payment provider.
Communications: records of communications you send to us or receive from us, including enquiries, quotes, feedback, and complaints handled through our channels of communication.
Technical and usage information: limited technical information related to how you interact with our website or online forms, such as date and time of visits and basic analytics data, where available. This is used to help us understand how our services are used and to improve them.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, a quote, or a service, or when you communicate with us during and after the service. This can occur via phone, online forms, messaging services, or in person.
We may also collect limited data from third-party service providers, such as payment processors or advertising platforms, where you have interacted with our adverts or booking tools and consented to the sharing of your information with us.
Lawful Bases for Processing Your Data
We process your personal data only where we have a lawful basis to do so under the UK GDPR. Depending on the context, 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, such as managing your booking, carrying out your move, providing quotes, and handling payments.
Legitimate interests: We process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include improving our services, managing our business operations, preventing fraud, and keeping records of transactions and communications.
Legal obligation: We may process and retain certain data to comply with our legal obligations, such as tax and accounting requirements or obligations to law enforcement or regulatory authorities.
Consent: In limited circumstances, we may rely on your consent, for example, if we send certain forms of marketing communications that are not based on our legitimate interests. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including responding to enquiries, providing quotes, arranging and completing moves, and managing bookings and payments.
To communicate with you about your booking, any changes, and after-service follow-up, including handling feedback or complaints.
To maintain business records, including for accounting, auditing, and taxation purposes, and for general business management.
To improve our services, understand how customers use our services, and develop our operations, including staff training and quality assurance.
To protect our business, customers, and staff, including fraud prevention, dispute resolution, and establishing or defending legal claims.
Data Retention and Storage
We retain your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.
Customer and booking records are typically kept for a period that allows us to manage repeat bookings, handle any disputes or claims, and comply with accounting and tax obligations. After this period, the data will either be securely deleted, anonymised, or archived where retention is strictly necessary for legal reasons.
The specific retention period may vary depending on the nature of the data and our legal obligations, but we regularly review our records and remove or anonymise data that is no longer required.
Data Processors and Third-Party Sharing
We may share your personal data with trusted third-party service providers, acting as data processors, who help us to operate our business and deliver our services. These may include:
Payment processors that handle card or electronic payments on our behalf.
IT and hosting providers that support our websites, booking systems, email, or data storage.
Professional advisers such as accountants or legal advisers, where required for business, legal, or compliance purposes.
These processors are only permitted to process your data on our instructions and are required to implement appropriate technical and organisational measures to protect your data. They are not allowed to use your personal data for their own purposes.
We may also need to share your data with public authorities, regulators, or law enforcement agencies where we are required to do so by law or where this is necessary to protect our rights, property, or the safety of our customers and staff.
International Transfers
Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised mechanisms designed to ensure an equivalent level of data protection.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include secure storage practices, restricted access to data to those who need it for business purposes, and staff awareness of data protection responsibilities.
Your Data Protection Rights
Under the UK GDPR, you have certain rights in relation to your personal data. These rights include:
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how it is processed.
Right to rectification: You can request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure: In certain circumstances, you can request that we 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 data in certain situations, such as where you contest its accuracy or object to our processing.
Right to object: You can object to processing based on our legitimate interests where you believe that your rights and interests outweigh our own. You also have the right to object to direct marketing at any time.
Right to data portability: In some cases, you can request to receive your personal data in a structured, commonly used, and machine-readable format and have it transmitted to another controller where technically feasible.
Where we process your personal data based on consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out prior to your withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the details provided on our website or through the communication channels you used to book our services.
You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you are unhappy with how we have handled your personal data. In the United Kingdom, this is the Information Commissioner's Office. We would, however, appreciate the opportunity to address your concerns first and encourage you to contact us so that we can try to resolve any issues.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
