Privacy Policy - Kennington Man And Van

Kennington Man And Van is committed to protecting the privacy and personal data of all customers in our service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, transport, and related services. It applies to all Kennington Man And Van customers in the area, including anyone who uses our services, requests a quote, communicates with us, or otherwise interacts with us in connection with our business.

1. Who We Are

For the purposes of data protection law, Kennington Man And Van acts as the data controller for the personal information we collect and process in relation to our services. This means we decide why and how your personal data is used. We are responsible for ensuring that all processing of personal data is carried out lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect personal data that is necessary for us to provide our services, manage our business, and comply with legal obligations. The types of information we may collect include:

Identity information such as your name and, where relevant, business name.
Contact details including your telephone number, email address, and service address.
Booking information such as moving dates, property details, inventory items, access instructions, and service preferences.
Payment information such as payment method, billing records, and transaction details. We do not knowingly store full card details unless required by a secure payment provider.
Communication records including emails, messages, call notes, complaints, and service feedback.
Technical information such as device identifiers, browser data, and basic usage data if you interact with our online systems.
Special circumstances information that you choose to share, such as access needs or instructions relating to vulnerable persons, where necessary to complete the service safely.

We do not intentionally collect more personal data than is needed. If you provide information about another person, you should ensure that you have the authority to do so and that they understand how their information will be used.

3. How We Use Your Data

We process personal data for the following purposes:

To provide quotations and manage bookings.
To deliver removal, transport, loading, unloading, and related services.
To communicate with customers about appointments, changes, delays, and service updates.
To issue invoices, receive payments, and manage accounts.
To handle complaints, queries, and customer support requests.
To improve our services, operations, and customer experience.
To comply with legal, tax, accounting, and insurance obligations.
To establish, exercise, or defend legal claims where necessary.

We process data in a way that is adequate, relevant, and limited to what is necessary for these purposes.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to use personal data. Depending on the circumstances, we rely on the following lawful bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out the move, taking payment, and managing service-related communication.

Legal Obligation

We may process personal data to comply with legal obligations, including tax, accounting, insurance, recordkeeping, and regulatory requirements.

Legitimate Interests

We may rely on legitimate interests where necessary for the efficient operation of our business, such as responding to enquiries, preventing fraud, improving services, maintaining records, and resolving disputes. When we use this basis, we balance our interests against your rights and freedoms.

Consent

In limited situations, we may ask for your consent, for example where we wish to use optional data for a specific purpose. When consent is used, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data only where necessary and only with trusted third parties that assist us in running our business. These third parties act either as processors or, in some cases, as independent controllers. Our processors may include:

Payment service providers that handle secure transactions.
Accounting and bookkeeping providers.
IT, hosting, storage, and software service providers.
Communication and customer management systems.
Insurance providers and claims handlers where required.
Professional advisers such as lawyers, auditors, or accountants.

Where a processor is used, we ensure there is a written contract in place requiring them to process data only on our instructions, protect it appropriately, and comply with GDPR requirements. We do not sell your personal data.

We may also share information where required by law, for example with law enforcement, tax authorities, or courts, or where necessary to protect our rights, customers, staff, or property.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods depend on the nature of the information and the reason it was collected.

Booking and service records are normally retained for a period necessary to manage service history, complaints, and contractual issues.
Financial and invoicing records are generally retained for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a reasonable period to respond to disputes or legal claims.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. We review our retention practices regularly to ensure we are not keeping data for longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, password protection, and limiting data access to those who need it to perform their duties.

Although we take reasonable steps to protect your data, no system is completely secure. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will take the steps required by law, including notifying the relevant supervisory authority and affected individuals where appropriate.

8. International Transfers

If any of our service providers process personal data outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

9. Your Rights

As a data subject, you have rights under GDPR in relation to your personal information. These rights may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

To exercise any of these rights, you may contact us using the details provided through our usual communication channels. We may need to verify your identity before responding. We will respond within the time limits required by law.

Important: some rights are subject to legal exceptions and may not apply in every situation. For example, we may retain certain data where necessary to comply with legal obligations or to defend legal claims.

10. Complaints

If you have concerns about how we handle your personal data, we encourage you to raise them with us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updates will apply from the date they are published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

12. Summary of Our Commitment

We treat your personal information with care and respect. Our approach is based on lawfulness, fairness, transparency, security, and minimisation. We collect only the data we need, use it for clear and legitimate purposes, retain it only as long as required, and share it only with trusted processors or when legally necessary. This Privacy Policy applies to all Kennington Man And Van customers in area and is designed to ensure your information is handled in line with GDPR standards.