Privacy Policy - Kentish Town Man And Van

This Privacy Policy explains how Kentish Town Man And Van collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Kentish Town Man And Van customers in area, including individuals and businesses who request a quote, make a booking, receive a moving service, or communicate with us in relation to our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Kentish Town Man And Van provides removal and man-and-van services, including local moves, delivery support, loading and unloading, and related transport services. In the course of providing these services, we may process personal data about customers, prospective customers, third parties connected to a move, and individuals who interact with us on behalf of a company or property owner.

For the purposes of data protection law, Kentish Town Man And Van acts as the data controller for personal data collected and used for our own business purposes. In some cases, we may also act as a data processor when handling information on behalf of another business customer under a service arrangement.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our operations, and meeting legal obligations. The categories of information we may collect include:

Identity details such as your name, title, and business name where applicable.
Contact details such as telephone number, email address, and service address.
Booking information including move date, collection and delivery addresses, access requirements, and service preferences.
Payment information such as billing details and payment status. We do not store card details unless explicitly required for a lawful purpose and processed securely through a payment provider.
Communication records such as emails, text messages, call notes, and enquiries.
Property and move-related information including inventory details, special handling needs, parking arrangements, and any instructions relevant to the service.
Technical data if you interact with us through digital systems, such as device identifiers, IP address, and usage logs generated for security and service improvement purposes.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or unless required by law. If such information is shared with us, it will be handled with additional care and only where a valid legal basis exists.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to plan, arrange, and complete moving services;
to communicate with customers about bookings, delays, access issues, and service changes;
to process payments, invoicing, and account administration;
to maintain business records and manage customer relationships;
to improve our services, operations, and customer experience;
to detect, prevent, and investigate fraud, misuse, or security incidents;
to comply with legal and regulatory obligations;
to defend or establish legal claims where necessary.

We only use personal data for specified, explicit, and legitimate purposes. If we need to use data for a new purpose that is incompatible with the original purpose, we will ensure that a lawful basis exists and, where required, provide notice.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:

a) Performance of 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, carrying out removals, and managing payment and service delivery.

b) Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This includes business administration, service improvement, record keeping, customer support, and security monitoring. We always consider whether our use of data is proportionate and necessary.

c) Legal Obligation

We may process personal data when required to comply with legal obligations, such as accounting, tax, insurance, or regulatory requirements.

d) Consent

Where required by law, we may rely on your consent, for example for certain marketing communications or the processing of optional sensitive information. You may withdraw consent at any time where consent is the lawful basis for processing.

e) Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency.

5. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary and appropriate. These parties may act as processors or independent controllers depending on the relationship and purpose.

Examples of processors and service providers may include:

Payment service providers who securely process payments on our behalf;
Accountants and bookkeeping services who assist with financial records and tax compliance;
IT and cloud storage providers who support email, data storage, and system maintenance;
Scheduling or communication tools used to manage bookings and customer correspondence;
Insurance providers where a claim or incident must be handled;
Legal or professional advisers where advice is needed or a dispute arises.

We require processors to handle personal data securely, only on our instructions, and in accordance with applicable data protection law. We do not sell personal data. Where information is shared with other parties for their own purposes, they are responsible for informing you of their own privacy practices.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of information and the purpose for which it is held.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up, business analysis, and dispute resolution.
Customer booking and service records may be retained for contractual, operational, and legal purposes.
Financial and tax records are kept for the period required by law.
Claims, complaints, and legal correspondence may be retained for as long as necessary to resolve the issue and protect our legal position.

When personal data is no longer needed, it is securely deleted, anonymised, or destroyed in accordance with our retention practices. We review retention regularly to ensure data is not kept longer than necessary.

7. International Transfers

If any of our service providers store or process data outside the United Kingdom, we will ensure appropriate safeguards are in place before the transfer occurs. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent measures recognised under data protection law.

8. Your Rights

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

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 information.
Right to erasure – you can ask us to delete your personal data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request transfer of certain data where the legal conditions are met.
Right to withdraw consent – where consent is used, you may withdraw it at any time.

We may need to verify your identity before responding to a rights request. Some rights are subject to legal exceptions, and we may not be able to delete or disclose information where doing so would conflict with legal duties or the rights of others.

9. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to reflect the nature of the information we process and the risks involved. While no system is completely secure, we work to maintain a level of protection that is reasonable and proportionate.

Data security is a shared responsibility, and we also encourage customers to take care when sharing information with us, especially where booking or service instructions contain sensitive access details.

10. Marketing

We may send marketing communications only where we have a lawful basis to do so, such as consent or legitimate interests where permitted by law. You can opt out of marketing at any time. We will respect your preferences and update our records accordingly.

11. Complaints

If you have concerns about how your personal data has been handled, you may raise the matter with us so it can be reviewed. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve the issue promptly and fairly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitments

We collect only the data needed to provide and manage our services.
We rely on lawful, documented bases for processing.
We share data only with trusted processors and only when necessary.
We retain data only for as long as required.
We respect your rights and handle requests in accordance with GDPR.

By using Kentish Town Man And Van services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. This policy is intended to ensure transparency and accountability while supporting the safe and efficient delivery of our services to customers in the area.