Man with Van Kenton Privacy Policy

This Privacy Policy explains how Man with Van Kenton collects, uses, stores and protects personal data relating to our customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van Kenton to customers in the local area, regardless of how you contact us or book our services.

Who we are and scope of this policy

Man with Van Kenton is a local removals and transport service provider. In relation to the personal data of our customers and prospective customers, we act as the data controller. This means we decide how and why your personal data is processed when you use our services or contact us for an enquiry or quote.

This policy covers personal data we collect when you contact us, request a quotation, make a booking, use our services, visit our online pages, or otherwise interact with us as a customer or potential customer within our operating area.

What personal data we collect

The personal data we collect depends on how you interact with us and the services you use. We may collect and process the following categories of data:

Identification and contact details, such as name, postal address, service collection and delivery addresses, and any alternative contact person details you provide.

Communication details, such as the content of your messages or calls with us, including enquiries, instructions, feedback, and complaints.

Service and booking information, such as details of the items to be moved, access information for premises, preferred dates and times, booking history, invoices and payment references.

Technical and usage data, where relevant, such as information from your interaction with any online pages we operate, including basic device and browser information and the date and time of your visit.

We do not intentionally collect special category data, such as health information, unless you choose to share it where it is relevant for the safe provision of our services, for example for access or safety considerations.

How we collect your data

We collect personal data directly from you when you contact us by phone, through online forms, by post, or in person, and when you use our services. We may also collect data from publicly available sources where this is necessary to verify address details or to protect against fraud.

We may receive limited personal data from third parties, such as comparison or booking platforms, when you have requested a quote or service through them. In such cases, they will have their own privacy policies, and we process the data they send us as a separate data controller.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract: To take steps at your request before entering into a contract, and to perform the contract once it is in place. This includes processing data to provide quotations, confirm and manage bookings, supply removal and transport services, and handle payments.

Legal obligation: To comply with legal and regulatory requirements, such as record keeping for tax and accounting purposes, responding to lawful requests from authorities, and fulfilling health and safety obligations.

Legitimate interests: To pursue our legitimate business interests, provided that these are not overridden by your rights and freedoms. This may include improving our services, managing our business operations, protecting our property and rights, preventing and detecting fraud or misuse of our services, and responding to customer queries and complaints.

Consent: In limited circumstances, we may rely on your consent, for example for certain types of marketing communications where consent is required. When we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotes and respond to enquiries, including assessing your needs, estimating time and cost, and communicating with you about your request.

To manage bookings and deliver services, including confirming arrangements, coordinating collection and delivery locations, and ensuring access and safety at each address.

To administer payments and accounts, including issuing invoices, processing payment references, and keeping appropriate financial records.

To communicate with you about our services, changes to bookings, service updates, and other necessary information related to your existing or recent bookings.

To improve our services and operations, including analysing aggregated information about bookings and enquiries to understand demand and improve planning and customer support.

To handle complaints and disputes, including investigating and resolving any concerns you raise, and where necessary establishing, exercising or defending legal claims.

Sharing your personal data and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties when this is necessary for the purposes described in this Privacy Policy, and always in accordance with data protection law.

Service providers acting as data processors may process personal data on our behalf. These may include providers of booking or scheduling tools, payment and accounting services, document storage systems, and basic information technology and communications services. These processors are only allowed to use your data in accordance with our instructions and for the specific tasks we require, and they must keep it secure.

In limited circumstances, we may also share your data with professional advisers such as accountants, legal advisers, or insurers, where this is necessary for legal, accounting, insurance or dispute resolution purposes, and with public authorities or regulators when we are legally required to do so.

International transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, or store data in another country, we will ensure that appropriate safeguards are in place before any personal data is transferred. This may include reliance on an adequacy decision or the use of standard contractual clauses or other lawful transfer mechanisms.

Data retention and storage

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.

In general, we keep basic customer and booking records for a period necessary to manage our relationship with you and to comply with legal obligations such as tax and accounting rules. Communications relating to enquiries and quotes that do not lead to a booking may be retained for a shorter period, sufficient to respond to follow up questions and to manage our operations.

When personal data is no longer needed for these purposes, we will either securely delete it or anonymise it so that it can no longer be associated with you.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and limiting personal data access to those who need it for their work and are subject to confidentiality obligations.

Your data protection rights

Under data protection law, you have various rights in relation to your personal data, subject to certain conditions and exemptions.

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, together with information about how we use it.

Right to rectification: You have the right to ask us to correct personal data you believe is inaccurate or incomplete.

Right to erasure: In some circumstances, you have the right to ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected or where you have withdrawn consent.

Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or where processing is necessary for legal claims.

Right to data portability: Where processing is based on consent or contract and 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 it to another controller where technically feasible.

Right to withdraw consent: Where we rely on consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights in relation to Man with Van Kenton, you can contact us using the details provided in our customer communications or on our customer facing materials. When you make a request, we may need to verify your identity before responding. We will respond to all valid requests within the time limits set by law.

If you are not satisfied with how we handle your personal data or any request you make, you also have the right to lodge a complaint with the relevant data protection authority in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any updated version will apply from the date it is published or otherwise communicated to customers. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.