Privacy Policy

Kentish Town Man and Van Privacy Policy

This Privacy Policy explains how Kentish Town Man and Van collects, uses, stores and shares personal data when providing man and van and related services. It applies to all customers and service users within our operating area, including people who make enquiries, request quotes or bookings, or otherwise interact with us in connection with our services.

We are committed to protecting your privacy and handling your personal data in compliance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy describes the categories of data we process, the lawful bases we rely on, how long we keep your information, when we use third party processors, and the rights you have over your personal data.

Data Controller

For the purposes of data protection law, Kentish Town Man and Van is the data controller in respect of the personal data we collect and use in relation to our services. This means we decide how and why your personal data is processed when you deal with us as a customer, prospective customer, or service user in our area.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us or use our services:

Identification and contact data such as your full name, postal address, service address, billing address, and general location information for pick up and drop off points. This can include flat numbers, access instructions and parking details where necessary to perform the service.

Communication data including the content of messages you send to us through contact forms or messaging platforms, and details of enquiries, quotes, complaints or feedback you provide.

Booking and service data such as details of the requested service, inventory information relevant to a move or collection, dates and times of bookings, and notes needed to carry out the service safely and efficiently.

Payment related data such as payment amount, date and time of payment, and part of your payment reference. We do not retain full payment card data when third party payment processors are used, but those providers may process your card details directly to complete your transaction.

Technical and usage data which may include limited information relating to how you reached our website or online listings, such as pages viewed, approximate location, and device type where this is provided by your browser or platform settings.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quote, make a booking, give us instructions about an existing booking, provide feedback, or ask a question about our services.

We may also receive personal data indirectly where it is provided by another person arranging a service on your behalf, such as a family member, landlord, or business contact, or from third party platforms that you use to contact or book with us.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so under data protection law. The main purposes and lawful bases are as follows.

To provide quotes and respond to enquiries. We use your identification and contact data, communication data and basic service information to respond to your requests. The lawful basis is our legitimate interest in running and promoting our services and responding to potential customers.

To perform and manage contracts. When you book with us, we process your personal data to manage the booking, plan routes, provide the agreed services, handle changes, and issue invoices or confirmations. The lawful basis is that processing is necessary for the performance of a contract with you, or to take steps at your request prior to entering into a contract.

To take payment and manage accounts. We use booking and payment related data to process payments, handle refunds where applicable, and maintain financial and accounting records. The lawful bases are performance of a contract and our legitimate interest in maintaining accurate business records, and in some cases legal obligations under tax and accounting laws.

To communicate with you about our services. We may contact you with important information about a booking, service updates, or changes to our terms and policies. The lawful bases are performance of a contract and our legitimate interests in ensuring safe and effective service delivery.

To improve and protect our business. We may use aggregated or limited personal data to analyse service performance, train staff, manage complaints, and protect against fraud or misuse of our services. The lawful basis is our legitimate interest in operating and improving our business and protecting our assets.

To comply with legal and regulatory obligations. In some circumstances we may be required to process and retain personal data in order to comply with legal duties, respond to lawful requests from authorities, or establish, exercise or defend legal claims. The lawful basis is compliance with a legal obligation or our legitimate interests in defending our rights.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting and reporting requirements.

Enquiry and quote data that does not lead to a booking is generally retained for a limited period to allow us to respond to follow up questions, after which it is deleted or anonymised unless there is a specific reason to keep it for longer.

Booking, service and payment related data is usually retained for the duration of the contractual relationship and then for a further period required under applicable tax and accounting laws, and to handle any queries, complaints or potential legal claims that may arise from the service.

In all cases we assess the appropriate retention period by considering the nature and amount of data, the potential risk of harm from unauthorised use or disclosure, and whether we can achieve our purposes through anonymisation or a shorter retention period.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with certain third parties where necessary for the purposes described in this Privacy Policy.

We may use third party service providers acting as data processors to support our operations. These may include payment processors, IT and hosting providers, communication platforms, route planning tools, and accountants or professional advisers. These processors are only allowed to use your personal data according to our written instructions and must implement appropriate security measures.

We may also share personal data where required to comply with legal obligations, respond to lawful requests from public authorities, or protect our rights, property, or safety, or the rights, property, or safety of our customers or others.

Where processors or service providers are based outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law, such as standard contractual clauses or equivalent mechanisms.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include restricted access to systems and records, passwords and authentication procedures, and secure disposal or anonymisation of personal data that is no longer required.

While we take reasonable steps to secure your information, no system or communication can be guaranteed to be completely secure. You should take care when sending personal data through open communication channels and only provide information that is necessary for the purpose of your interaction with us.

Your Data Protection Rights

Under data protection law, you have a range of rights in relation to your personal data processed by Kentish Town Man and Van. These rights apply to all customers and service users in our operating area, and in some cases to individuals whose data we process in the context of enquiries or indirect bookings.

Right of access. You have the right to request confirmation as to whether we process your personal data and, if so, to receive a copy of that data, together with certain information about how we use it.

Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data. This right is not absolute and may not apply where we need to retain data to comply with legal obligations or to establish, exercise or defend legal claims.

Right to restriction. You may ask us to restrict the processing of your personal data in certain situations, for example where you contest the accuracy of the data or object to our processing, while we consider your request.

Right to object. You may object to processing based on our legitimate interests. We will then stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where processing is needed for legal claims.

Right to data portability. Where processing is based on your consent or on a contract with you, and is carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to request that we transmit that data to another controller, where technically feasible.

Right to withdraw consent. Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the Information Commissioner's Office if you are concerned about how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any changes will apply from the date the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information as a customer or service user of Kentish Town Man and Van.