Man and a Van Kentish Town Privacy Policy
This Privacy Policy explains how Man and a Van Kentish Town collects, uses, stores and protects personal data relating to our customers and prospective customers in Kentish Town and the surrounding area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018.
By using our services, contacting us for a quote, or otherwise providing your personal information, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all personal data processed by Man and a Van Kentish Town in relation to customers, prospective customers and individuals making enquiries about our services in Kentish Town and the surrounding area. It covers data collected in person, by phone, by post, through online forms and through any other communication methods we use.
Types of Personal Data We Collect
We only collect personal data that is necessary for us to provide our services and manage our relationship with you. The types of personal data we may collect include:
Identification and contact data: name, address, service addresses, email address and any other contact details you choose to provide.
Booking and service data: details of your move or transport needs, pick-up and drop-off locations, access information for properties, dates and times of bookings and any specific instructions you provide.
Payment and billing data: information required to process payments, such as billing address and payment details processed via secure payment providers. We do not store full card details.
Communication data: records of communications with you, including enquiries, quotes, confirmations and any feedback or complaints you may provide.
Technical and usage data: limited technical data associated with your use of our website or digital services, such as IP address, device information and basic analytics that help us understand how our services are used.
How We Collect Personal Data
We may collect your personal data in the following ways:
Directly from you when you contact us to request information, ask for a quote, make a booking or provide feedback.
During the performance of our services, when we confirm details related to your move, delivery or collection.
Through our website or online forms, where you provide your details for enquiries or bookings.
From third parties where this is necessary for us to provide our services, such as when you have authorised another party to share your details with us.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so. These lawful bases may include:
Contract: processing your personal data is necessary to enter into or perform a contract with you, such as arranging and completing a move, delivery or collection.
Legal obligation: we may process your data to comply with legal obligations, such as record keeping and tax requirements.
Legitimate interests: we may process your data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden. This may include managing our business, improving our services, preventing fraud and handling customer queries.
Consent: in some circumstances, we may rely on your consent, for example where we choose to send you certain types of marketing communications not covered by legitimate interests. You can withdraw your consent at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide quotations for our services and respond to your enquiries.
To set up, manage and complete bookings, including scheduling and delivery logistics.
To process payments and issue invoices, receipts and other billing-related documents.
To communicate with you about your booking, including confirmations, updates and any follow-up communications.
To manage customer relationships, handle complaints and resolve disputes.
To maintain accurate records for business, accounting and legal purposes.
To improve our services, operations and customer experience, including basic analysis of how our services are used.
To comply with applicable laws, regulations and law enforcement requests where required.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, or longer where required by law. In determining appropriate retention periods, we consider:
The type of personal data and the purposes for which it is processed.
The duration of our relationship with you, including any active or potential disputes.
Legal and regulatory requirements, including tax and accounting rules.
Generally, we retain booking and billing records for a period required by applicable laws after your last interaction with us. After the retention period has expired, we will securely delete or anonymise your personal data so that it can no longer be used to identify you.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf and assist us in delivering our services. These may include:
Payment processing providers that securely handle your payment information.
IT and hosting providers that support our website, booking systems and data storage.
Professional advisers, such as accountants or legal advisers, where this is necessary for our business and legal obligations.
These processors are only permitted to process your personal data in accordance with our instructions and are required to implement appropriate security measures to protect your information.
We may also share personal data with third parties who act as independent data controllers in limited circumstances, such as where required by law, with law enforcement agencies, regulatory bodies, or when necessary to protect our rights or the rights of others.
International Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred internationally. In such cases, we will ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or equivalent mechanisms required by data protection laws.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include access controls, secure storage, encryption where appropriate and regular review of our security practices.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions. These rights may include:
Right of access: you can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data.
Right to erasure: in some circumstances, you can request that we delete your personal data.
Right to restriction: you may request that we restrict the processing of your personal data in certain situations.
Right to data portability: you can request that we provide your personal data in a structured, commonly used and machine-readable format or transfer it to another controller, where technically feasible.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests or where we use your data for direct marketing.
Right to withdraw consent: where processing is based on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
To exercise any of these rights, please contact us using the contact methods you normally use for our services, making it clear that your request relates to your data protection rights.
Marketing Communications
We may use your contact details to send you information about our services, offers or updates that we believe may be of interest to you. Where required by law, we will obtain your consent before sending marketing communications. You can opt out of receiving marketing at any time by following any unsubscribe instructions provided in our communications or by contacting us directly.
Children's Privacy
Our services are not directed at children, and we do not knowingly collect personal data relating to individuals under the age of 18. If we become aware that we have collected such data, we will take steps to delete it as soon as reasonably possible.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. The most current version will always apply to our processing of your personal data. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal information.
