Man and a Van Kensington Privacy Policy
This Privacy Policy explains how Man and a Van Kensington collects, uses, stores and protects personal data relating to customers and prospective customers in the Kensington area. It is intended to comply with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man and a Van Kensington customers, prospective customers and website visitors in the Kensington area who interact with us, whether by telephone, online enquiry, written correspondence or in person. It covers personal data collected before, during and after the provision of our services.
Data Controller
For the purposes of data protection law, Man and a Van Kensington is the data controller in respect of the personal data we process about you. This means we determine the purposes and means of processing your personal information.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you enquire about or use our services:
Identification and contact details, such as your name, address, service address, and any alternative contact address you provide.
Communication details, such as your preferred contact method and the content of communications you send to us, including enquiries, feedback or complaints.
Service details, such as the type of removal or transport service required, collection and delivery locations, access information, dates and times of bookings and related instructions.
Payment and transaction information, such as basic payment details required to process your transaction and records of payments made, refunds issued and invoices raised. We do not store full card details when using third party payment processors.
Website and technical data, such as pages visited, device information, browser type, approximate location, and other technical information collected through cookies or similar technologies, where applicable and in accordance with your browser settings.
Any other information you choose to provide to us that is relevant to arranging or delivering our services.
Lawful Basis for Processing
We rely on the following lawful bases under data protection law to process your personal data:
Contractual necessity. We process personal data when it is necessary to enter into or perform a contract with you, such as to provide removal or transport services, handle bookings, issue invoices and communicate about your service.
Legitimate interests. We process personal data when it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. These interests include managing and improving our services, handling enquiries, preventing fraud and ensuring the security of our operations.
Legal obligation. We process personal data where it is necessary for compliance with a legal obligation, such as record keeping, tax requirements and responding to lawful requests from public authorities.
Consent. In certain limited cases, we may rely on your consent, for example where this is required for specific optional communications or analytics. Where consent is used, you have the right to withdraw that consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services, including creating and managing bookings, planning routes, coordinating collection and delivery, and handling any changes to your booking.
To communicate with you about your enquiries, quotations, bookings and any issues that arise before, during or after the service.
To issue invoices, process payments, manage accounts and maintain appropriate business records.
To respond to complaints, queries or requests and to resolve disputes.
To improve our services, operations and customer experience, including through internal analysis and quality assurance.
To meet our legal and regulatory obligations, such as record keeping, tax compliance and responding to lawful information requests.
To protect our business, personnel, customers and property, including fraud prevention, security and safeguarding of our rights.
Data Processors and Sharing of Personal Data
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are engaged to support our business operations and are only permitted to process personal data in accordance with our instructions and applicable law.
Examples of processors we may use include:
IT and hosting providers that store or manage our business systems and data.
Payment processing services that handle transactions securely on our behalf.
Customer management or booking system providers that help us manage enquiries and bookings.
Professional advisers, such as accountants or legal advisers, where necessary to support our business functions.
We may also share personal data where required by law, regulation or court order, or where it is necessary to establish, exercise or defend legal claims. We do not sell your personal data to third parties.
International Transfers
If any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will take appropriate safeguards to protect your personal data. This may include using standard contractual clauses or ensuring that the destination country has an adequate level of data protection.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.
In general, we will keep customer records and related service information for a period that allows us to handle queries, resolve disputes, demonstrate that we have fulfilled our obligations, and comply with applicable laws. After this period, we will securely delete or anonymise your personal data.
The specific retention period may vary depending on the nature of the data and the services provided. We periodically review our retention practices to ensure they remain appropriate.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those who have a business need to know and who are subject to confidentiality obligations.
While we strive to protect your personal data, no transmission of information over the internet or method of electronic storage is completely secure. You are responsible for taking sensible steps to protect your own information when communicating with us.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van Kensington customers in the Kensington area, subject to certain legal limitations 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 that data along with certain additional information.
Right to rectification. You have the right to request the correction of inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or where you have objected to our use of it.
Right to data portability. In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.
Right to object. You have the right to object to the processing of your personal data based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is needed for legal claims.
Rights related to consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights, please contact us using your preferred communication method. We may need to verify your identity before responding to your request in order to protect your personal data. We aim to respond within the timeframes required by law.
Complaints and Regulatory Rights
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. You also have the right to lodge a complaint with the relevant supervisory authority for data protection matters in the United Kingdom.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
