Privacy Policy - Kentishtown Man And Van

This Privacy Policy explains how Kentishtown Man And Van collects, uses, stores, shares, and protects personal data when providing moving, transportation, packing, and related services. It applies to all Kentishtown Man And Van customers in the area, including prospective customers, booked customers, recipients of deliveries, and individuals who contact us about our services. We are committed to handling personal data in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to individuals who use, enquire about, or receive services from Kentishtown Man And Van in the local area. It covers data gathered during quotations, bookings, removals, storage-related arrangements, delivery coordination, invoicing, and any other customer service activity. It also applies where we process data about third parties connected to a booking, such as collection or delivery contacts, property managers, or alternative recipients.

2. Information We Collect

We collect only the personal data necessary to provide our services and manage our business. Depending on the service requested, we may collect the following categories of information:

Identity details: name, title, and business or household name if applicable.
Contact details: address, phone number, and email address.
Service details: moving date, pickup and delivery addresses, item descriptions, access notes, and special handling instructions.
Payment and billing information: records needed to process payments, issue invoices, and manage accounts.
Communication records: emails, call notes, text messages, booking notes, and service feedback.
Property and access information: parking arrangements, floor levels, lift access, and other logistical details relevant to the job.
Technical data: limited website or device-related information where relevant, such as IP address or browser data, if collected through standard security or analytics tools.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If such information is shared with us, we will only process it where a lawful basis applies and where additional safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to manage bookings, schedules, and route planning;
to carry out moving, transport, and associated services;
to communicate with customers and relevant third parties about a booking;
to issue invoices, take payment, and maintain financial records;
to manage complaints, service issues, and customer support requests;
to meet legal, tax, accounting, and insurance obligations;
to improve our services, operations, safety, and staff training;
to protect against fraud, misuse, or unauthorised access.

We only process data for clear and legitimate reasons. We do not use personal information for unrelated purposes unless we are permitted to do so by law or have informed you appropriately.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Kentishtown Man And Van 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 preparing quotations, confirming bookings, performing removal services, and handling billing or customer support connected to the service.

Legal Obligation

We may process data to comply with legal obligations, including tax records, accounting requirements, insurance documentation, and any lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your interests and rights do not override those interests. Examples include managing operational efficiency, maintaining security, keeping business records, and improving service quality. When we rely on legitimate interests, we assess whether the processing is necessary and proportionate.

Consent

In limited situations, we may ask for your consent, for example where optional marketing communications or non-essential processing require it. When consent is used, you can withdraw it at any time.

Important: We do not depend on consent where another lawful basis is more appropriate, such as contract or legal obligation.

5. Data Sharing and Processors

We may share personal data only when necessary and in a controlled manner. We use trusted third-party service providers, sometimes referred to as processors, to help us operate our business. These processors act on our instructions and are required to protect your data.

Payment processors: to process card or electronic payments securely.
Accounting and bookkeeping providers: to manage invoices, tax records, and financial reporting.
IT and cloud service providers: to store data, maintain systems, and support business operations.
Communication providers: to send messages, confirmations, or service updates.
Insurance providers and claims handlers: where required for risk management or claims handling.
Professional advisers: such as accountants or legal advisers when needed for compliance or advice.

We may also share personal data with third parties where necessary to deliver the service, such as building management, landlords, delivery contacts, or other persons involved in access or receipt of goods. We do not sell personal data.

If data is transferred outside the UK or European Economic Area, we will take appropriate steps to ensure a suitable level of protection, such as using approved contractual safeguards or ensuring the destination country offers adequate protection.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of record and the reason it was collected.

Booking and service records: retained for a reasonable period to manage customer history, disputes, and operational needs.
Financial and tax records: kept for the period required by law.
Complaint or incident records: kept long enough to resolve the issue and manage any follow-up obligations.
Consent-based records: kept until consent is withdrawn or the information is no longer needed.

When data is no longer required, we will securely delete it or anonymise it so that it can no longer identify you. We regularly review stored data to ensure it is not held for longer than necessary.

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited sharing of data on a need-to-know basis.

While no system is completely risk-free, we work to maintain a level of protection that is appropriate to the nature of the data we process.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

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

We will respond to valid requests within the time limits set by law. In some cases, we may need to verify your identity before acting on a request. Certain rights may be limited where we must retain information for legal or contractual reasons.

9. Marketing Communications

We do not send marketing messages unless we have a lawful basis to do so. If we ever use your data for optional marketing, you can opt out at any time. Any marketing preferences will be respected, and we will stop sending such communications once you object or withdraw consent, where applicable.

10. Cookies and Similar Technologies

If we use a website or digital service that collects cookies or similar technologies, these may be used for basic functionality, security, and limited analytics. Any such tools will be used in accordance with applicable law, and where required, we will seek consent for non-essential cookies. This policy is intended to cover personal data processing associated with Kentishtown Man And Van services, whether online or offline.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a household move or another lawful service arrangement. Where children’s data is incidentally included in booking records, we will handle it with the same care and legal safeguards as other personal data.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The most current version will apply to your use of our services. We encourage customers to review it periodically so they remain informed about how their data is handled.

13. Summary of Key Principles

In short: Kentishtown Man And Van collects only the personal data needed to deliver moving and related services, uses it lawfully, protects it with appropriate safeguards, and keeps it only for as long as necessary. We may use processors to help us operate, but they are required to handle data securely and only on our instructions. You also have rights over your personal information, including access, correction, deletion, and objection in certain cases.

This policy applies to all Kentishtown Man And Van customers in the area.