Privacy Policy

Kennington Man and Van Privacy Policy

This Privacy Policy explains how Kennington Man and Van collects, uses, stores and shares personal data relating to customers and prospective customers in our service area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our services you acknowledge that you have read this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Kennington Man and Van customers and prospective customers within our operating area, including individuals, sole traders and business representatives who contact us, request a quotation or engage us to provide man and van or related services.

Data Controller

Kennington Man and Van is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data in connection with our services.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us.

Identity and contact details: This may include your name, postal address, collection and delivery addresses, and any other contact details you choose to provide such as messaging identifiers or similar information.

Booking and service information: This includes details about your requested service, property access requirements, inventory or items to be moved, preferred dates and times, special instructions, and related correspondence.

Account and payment information: Where relevant, we may collect limited payment-related information necessary to confirm that a payment has been made, such as the payment method used and transaction details. We do not store full card details when payments are processed through external payment providers.

Communications: If you contact us by phone, online form, post or other means, we may keep records of your communications, including enquiries, quotations, complaints and feedback.

Technical information: When you visit our website, we may collect technical data such as IP address, device information, approximate location and usage data, collected through standard server logs or similar technologies, to help us operate and secure our website.

How We Collect Personal Data

We collect personal data directly from you when you contact us, request a quotation, make a booking, or communicate with us regarding our services. We may also receive information from third parties who are authorised to act on your behalf, for example when an employer, letting agent or another party arranges a move for you.

Lawful Bases for Processing

We process your personal data only when we have a valid legal basis under data protection law. The main lawful bases we rely on are:

Contract: We process personal data to take steps at your request before entering into a contract and to perform any contract we have with you. This includes providing quotations, booking services, carrying out collections and deliveries, and managing payments.

Legitimate interests: We may process personal data where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes managing and improving our services, responding to enquiries, maintaining records, handling complaints, and protecting our business and customers from fraud or misuse.

Legal obligation: We may process personal data where we are required to comply with legal obligations, such as tax, accounting and regulatory requirements, or to respond to lawful requests from public authorities.

Consent: In limited cases, we may rely on your consent, for example where this is required for certain types of optional communications. Where we rely on consent, you are free to withdraw it at any time.

How We Use Personal Data

We use your personal data to provide and manage our man and van services, including:

Providing quotations, confirming bookings and scheduling services.

Planning routes, organising collections and deliveries, and fulfilling our contractual obligations.

Communicating with you about your booking, any changes, and after-service follow-up where appropriate.

Managing payments, invoicing and accounting.

Responding to enquiries, complaints or disputes.

Maintaining our business records, analysing our services and improving how we operate.

Complying with applicable laws, regulations and guidance.

Data Retention

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

In general, we retain booking and invoicing records, including associated personal data, for a period required by tax and accounting laws. Enquiry and quotation data that does not lead to a booking is retained for a shorter period, sufficient to manage follow-up communications and our legitimate business needs.

When personal data is no longer required for the purposes described, we will securely delete it or anonymise it so that you can no longer be identified.

Data Sharing and Processors

We do not sell your personal data. We may share personal data with third parties where necessary to operate our business and provide our services, or where we are legally required to do so.

Service providers and processors: We may share personal data with external companies that provide services to us such as payment processing, accounting support, information technology services, website hosting, communications, and secure data storage. These service providers act as data processors and only process personal data on our documented instructions. We require them to keep your data secure and to use it only as needed to provide their services to us.

Professional advisers: We may share data with professional advisers such as accountants, auditors, insurers and legal advisers, where necessary for the establishment, exercise or defence of legal claims, or to obtain professional advice.

Authorities and legal obligations: We may disclose personal data where required by law, regulation or court order, or in response to lawful requests from public authorities, including for the prevention or detection of crime.

Business transfers: In the event of a sale, merger or restructuring of our business, personal data may be shared with relevant third parties, subject to appropriate safeguards, as part of the transaction process.

International Data Transfers

Where we use service providers that are located outside the United Kingdom or the European Economic Area, or that store data in other countries, we will take steps to ensure that your personal data is afforded an equivalent level of protection. This may include using standard contractual clauses or ensuring that appropriate safeguards are in place in accordance with data protection law.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to personal data to staff and service providers who need it for legitimate business purposes and requiring them to handle it securely and confidentially. However, no method of transmission or storage can be guaranteed to be completely secure.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to conditions and legal exemptions, but we will respect and facilitate them in accordance with the law.

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

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

Right to erasure: In some circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the original purpose and no legal basis remains for processing.

Right to restriction: You may be entitled to ask us to restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our use of it.

Right to object: You may have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds that 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 is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.

Right to withdraw consent: Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the details provided on our website or in your booking documentation. We may need to verify your identity before responding to your request. We aim to respond to valid requests within one month, or within any extended period permitted by law for complex or numerous requests.

Complaints

If you are unhappy with how we handle your personal data, please contact us in the first instance so we can attempt to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory 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 practices, legal requirements or services. Any updated version will be made available through our website or by other appropriate means. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.