Privacy Policy - Man With Van North Kensington

This Privacy Policy explains how Man With Van North Kensington collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, and related moving services. It applies to all Man With Van North Kensington customers in the area, including individuals, households, landlords, tenants, and business customers who request or receive our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy is intended to help you understand what data we process, why we process it, how long we keep it, and what rights you have.

1. Data We Collect

We only collect personal data that is necessary for providing and managing our services. The type of information we may collect includes:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as address, email address, and telephone number.
Service information including pickup and delivery addresses, access notes, inventory details, preferred dates, and any moving instructions.
Billing and payment information such as payment status, invoice records, and transaction references.
Communication records including emails, messages, call notes, complaint details, and service queries.
Website or technical information where applicable, such as limited device or usage data needed for security, performance, or service administration.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for a specific request, for example where access arrangements or service needs require us to record relevant details. If such information is provided, we handle it with extra care and only where a valid lawful basis exists.

2. How We Use Personal Data

We use personal data only for clear and legitimate purposes connected to our services. These purposes may include:

Providing quotations and confirming bookings.
Planning, carrying out, and managing removals, deliveries, and related work.
Communicating with you about schedules, access, updates, delays, or changes.
Processing payments, sending invoices, and managing accounts.
Handling complaints, disputes, and customer support requests.
Maintaining business records, internal administration, and service quality.
Meeting legal, tax, accounting, and insurance obligations.
Protecting against fraud, misuse, loss, or unlawful activity.

We will not use your personal data for purposes that are incompatible with those described above unless we are required or permitted to do so by law or have obtained valid consent where needed.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the circumstances, we may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging service details, transporting items, issuing invoices, and managing delivery or removal instructions.

Legal Obligation

We may process data to comply with legal duties, including tax, accounting, record-keeping, safety, and insurance requirements. In some cases, we may also need to disclose data to public authorities where required by law.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests do not override your rights and freedoms. Examples include managing customer relationships, improving services, preventing fraud, securing our systems, and maintaining business records. When relying on legitimate interests, we assess whether the processing is proportionate and limited to what is necessary.

Consent

In limited situations, we may ask for your consent, for example for certain optional communications or specific processing activities where no other lawful basis applies. If we rely on consent, you may withdraw it at any time. This will not affect any processing that has already taken place lawfully before withdrawal.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, but only when necessary and only under appropriate contractual or legal safeguards.

Processors may include:

Payment service providers that handle card or electronic payments securely.
Accounting and bookkeeping providers who help us maintain financial records and comply with tax obligations.
IT, hosting, and cloud service providers that support storage, email, scheduling, or data security functions.
Communication service providers used to send service updates or manage customer correspondence.
Insurance or claims handlers where necessary to manage incidents, loss, or damage claims.
Legal, regulatory, or government bodies where disclosure is required by law or needed to protect legal rights.

Where a third party processes personal data on our behalf, we require them to protect the data, use it only for the agreed purpose, and not keep it longer than necessary. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as it is reasonably necessary for the purpose for which it was collected, or for as long as required by law. Retention periods depend on the type of record and the reason it is held.

Typically, we retain:

Booking and service records for the period needed to manage the service and any follow-up issues.
Invoice, payment, and accounting records for the time required by tax and financial regulations.
Customer correspondence for a period appropriate to handle enquiries, disputes, or complaints.
Claims and incident records for as long as needed to investigate and resolve the matter and to meet insurance or legal requirements.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We do not keep data indefinitely.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These may include access controls, secure storage, staff confidentiality expectations, and restrictions on data sharing. While no system can be guaranteed completely secure, we take data protection seriously and review our practices regularly.

7. Your Rights

You have a number of rights under data protection law, subject to certain conditions and exemptions. These rights include:

The right to be informed about how your data is used, which this policy is designed to explain.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete personal data.
The right to erasure in some circumstances, for example where the data is no longer needed.
The right to restriction of processing in certain situations.
The right to data portability for data you provided to us when processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing, where applicable.
Rights related to automated decision-making, although we do not ordinarily use profiling or automated decisions that produce legal or similarly significant effects.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will aim to respond within the time limits set by law.

8. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place, such as an adequacy decision or approved contractual protections. Any such transfer will be carried out in line with applicable data protection requirements.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

10. Summary of Our Commitment

Man With Van North Kensington is committed to processing personal data responsibly, securely, and only when necessary. We collect only the information needed to deliver our services, rely on lawful bases under GDPR, retain data for appropriate periods, use trusted processors under contract, and respect your rights over your personal information. This policy applies to all Man With Van North Kensington customers in the area and reflects our commitment to privacy and compliance.