Privacy Policy - Kennington Man And Van

This Privacy Policy explains how Kennington Man And Van collects, uses, stores, and shares personal data when providing removal, delivery, and man and van services. It applies to all Kennington Man And Van customers in the area, including individuals, households, landlords, tenants, and business clients who enquire about, book, or receive our services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

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 determine why and how your personal data is used. We take privacy seriously and aim to collect only the information needed to deliver a safe, reliable, and efficient service.

2. Personal Data We Collect

We may collect the following categories of personal data when you interact with us:

Identity data such as your name, title, and, where relevant, company name.
Contact data such as your telephone number, email address, billing address, and service address.
Booking and service data such as the type of move requested, preferred dates, inventory details, access information, and special instructions.
Payment data such as payment status, transaction reference numbers, and limited billing information necessary to process payments and maintain records.
Communication data such as emails, messages, call notes, complaint records, and feedback.
Technical data such as basic device or browser information collected through our digital systems, where applicable.
Service-related evidence such as photographs or notes used to document item condition, property access, or completion of a job, where necessary.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or unless we are required to do so for legal, safety, or insurance reasons. If such information is collected, it will be handled with additional care and only for a legitimate purpose.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver removal or transport services.
To communicate with you about scheduling, access arrangements, and service updates.
To manage payments, invoices, receipts, and account records.
To respond to queries, complaints, or requests for support.
To improve service quality, safety, and operational planning.
To maintain internal records and comply with legal, tax, accounting, and insurance obligations.
To prevent fraud, misuse, or unlawful activity.

Where appropriate, we may also use your information to protect our legal rights, resolve disputes, or establish, exercise, or defend legal claims.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under GDPR. Depending on the context, the lawful bases we rely on are:

Contract – when processing is necessary to provide a quote, enter into a service agreement, carry out a move, or complete other requested services.
Legal obligation – when we must retain or disclose information to comply with tax, accounting, health and safety, or other legal requirements.
Legitimate interests – when processing is needed to run our business effectively, improve services, manage risks, prevent fraud, or handle communications, provided that these interests do not override your rights and freedoms.
Consent – in limited situations where we ask for your permission before using your data for a specific purpose, such as certain optional communications. You may withdraw consent at any time where it is being relied upon.

We only use personal data in ways that are fair, transparent, and proportionate to the service we provide.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us deliver our services. These parties act as data processors or independent controllers depending on the service they provide. Processors are only allowed to handle your data on our instructions and must keep it secure.

Examples of processors or recipients may include:

Payment providers that process card or electronic payments.
Accounting and bookkeeping providers that help manage records and compliance.
IT, cloud storage, and software providers that support scheduling, communication, invoicing, or data storage.
Insurance providers where a claim, incident, or risk review requires disclosure.
Professional advisers such as solicitors, auditors, or consultants when needed for compliance or legal matters.
Subcontractors or operational partners involved in fulfilling a booking, where necessary for service delivery.

We may also disclose personal data if required by law, court order, regulatory request, or where disclosure is necessary to protect the rights, property, or safety of Kennington Man And Van, our customers, or others.

6. International Transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will take appropriate safeguards to ensure your personal data remains protected. These safeguards may include adequacy decisions, standard contractual clauses, or other legally approved transfer mechanisms.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, insurance, or reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

Booking and service records are normally retained for a period necessary to manage service history, disputes, and operational review.
Financial and tax records are retained for the period required by law.
Communication records may be retained to evidence instructions, resolve complaints, or improve service quality.
Incident and claim records may be retained for longer where necessary for insurance or legal purposes.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We regularly review stored data to ensure it is not kept for longer than needed.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved. While no system can be guaranteed completely secure, we take reasonable steps to keep your information safe.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

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 information.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can request certain information in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a rights request. In some cases, we may not be able to fully comply if retaining data is required by law or is necessary to defend a legal claim.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or where provided by an adult customer for service purposes. If we become aware that data has been collected inappropriately, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process data. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Kennington Man And Van is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to deliver our services, rely on clear lawful bases for processing, use trusted processors under proper safeguards, and keep data only for as long as necessary. We also respect your rights and aim to handle every customer’s information responsibly and in accordance with GDPR principles.