Privacy Policy - Man With Van Kenton

This Privacy Policy explains how Man With Van Kenton collects, uses, stores, shares, and protects personal data when providing services to customers in the Kenton area. It applies to all Man With Van Kenton customers in the area, including individuals and businesses who enquire about, book, or receive our moving and transport services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Kenton is a service provider offering man and van, removals, transport, and related logistics services. For the purposes of data protection law, we act as a data controller when we determine how and why personal data is collected and used. This means we are responsible for ensuring that personal data is processed lawfully, fairly, and transparently.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing enquiries, and meeting legal or contractual obligations. The types of data we may collect include:

Identity information such as your name and, where relevant, business name.
Contact details including your telephone number and email address.
Address information such as pickup, delivery, billing, and service locations.
Booking details including move dates, service requirements, item descriptions, and access notes.
Payment information such as transaction records and billing references.
Communication records including messages, call notes, and enquiry history.
Service preferences and instructions that help us deliver the work safely and efficiently.
Technical data where relevant, such as IP address or device information if data is collected through digital systems.

In some cases, we may also process limited information about vulnerable circumstances or special access needs if you choose to share it so that we can carry out the service appropriately. We avoid collecting special category data unless it is strictly necessary and you provide it voluntarily, or unless another lawful condition applies.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To confirm bookings and deliver moving or transport services.
To communicate about schedules, changes, delays, or service requirements.
To process payments and maintain business records.
To manage customer relationships and handle complaints or queries.
To comply with legal, tax, accounting, and insurance obligations.
To protect against fraud, misuse, or unlawful activity.
To improve service quality, planning, and operational efficiency.

We only use your data in ways that are compatible with the original reason it was collected unless we have a valid legal basis to do otherwise.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking enquiries, confirming bookings, organising the move, and providing the services you requested.

Legal Obligation

We may process and retain certain data to comply with legal requirements such as tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include managing customer communications, preventing fraud, improving operations, and keeping business records. We always consider whether the processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, for example where you provide optional information beyond what is required for the service. Where consent is used, you have the right to withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary for our business operations, legal compliance, or service delivery. These third parties may act as processors on our behalf or, in some cases, as independent controllers. We take steps to ensure that any recipient only processes data in accordance with data protection law.

Examples of processors or service providers may include:

Payment processors that help us process card or bank payments.
Accounting and bookkeeping providers that support financial record management.
IT and cloud service providers that store and secure business data.
Communication tools used for email, messaging, or appointment management.
Insurance or legal advisers when needed to handle claims, disputes, or compliance.

We do not sell personal data. If we are required to share data with public authorities, regulators, law enforcement, or other organisations, we will do so only where legally permitted or required.

6. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures. These safeguards are intended to keep your personal data secure and protected to a standard consistent with UK GDPR.

7. Data Retention

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

Enquiry data may be retained for a limited period to manage follow-up and service records.
Booking and transaction records may be retained for tax, accounting, and contractual purposes.
Communication records may be retained where needed to resolve disputes or maintain service history.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer be linked to you. Where retention is required by law, we will keep the relevant records for the mandated period and then dispose of them appropriately.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited data access on a need-to-know basis. While no system can be guaranteed completely secure, we take data protection seriously and work to minimise risk.

9. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may be subject to conditions or exemptions depending on the circumstances.

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 data.
Right to erasure - You can ask us to delete your data where there is no lawful reason to keep it.
Right to restriction - You can ask us to limit how we use your data in certain situations.
Right to data portability - You may request that we provide certain data in a structured, commonly used format.
Right to object - You can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent - If processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been violated or your data has been mishandled. We encourage customers to raise concerns with us first so we can try to resolve the issue promptly.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with the service and is necessary for delivery, access, or safety reasons. If we become aware that we have collected data from a child inappropriately, we will take appropriate steps to remove it.

11. 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 handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Kenton is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide our services, rely on appropriate lawful bases, retain data only as long as necessary, use trusted processors, and respect the rights of every customer in the Kenton area. Our approach is designed to protect privacy while ensuring a reliable and professional service experience.