Kentish Town Man and Van Privacy Policy
This Privacy Policy explains how Kentish Town Man and Van collects, uses, stores and shares personal data relating to customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. 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 individual customers and business contacts of Kentish Town Man and Van within our operating area who use or enquire about our man and van, removal, or related transport and logistics services. It applies to personal data collected in person, by telephone, via forms or messages, and through any other direct communication with us.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, title, contact address, collection and delivery addresses, and preferred contact method.
Communication details, including the content of enquiries, quotes, booking confirmations, feedback and any other correspondence you send to us.
Service information, including details of the services you request, inventory or item descriptions you choose to provide, access instructions, dates and times of moves, and related logistics information.
Payment and transaction information, such as records of amounts charged, payment status and invoices. Where payments are processed through third party payment providers, we do not receive or store full card details, but those providers may do so on our behalf.
Website and device data, where applicable, such as technical information that may be collected when you visit our online pages, including internet protocol addresses, browser type and pages visited. Any such information will be handled in line with this Privacy Policy and applicable law.
You may choose not to provide certain information, but this may limit our ability to offer you a quotation, manage a booking or complete a service.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to your enquiries and provide quotations tailored to your requirements.
To arrange, manage and deliver our man and van and removal services, including contacting you about collection and delivery arrangements.
To issue invoices, process payments and manage accounts and billing records.
To maintain internal records for business administration, auditing, and to manage bookings and workloads.
To communicate with you about existing or future services where permitted by law, for example to confirm bookings or discuss changes to your move.
To comply with legal obligations, such as tax and accounting requirements, and to assist with the prevention, detection or investigation of fraud or other unlawful activity where required.
To improve our services, for example by reviewing feedback, recording service issues and analysing trends to guide training and quality assurance.
Lawful Bases for Processing
We rely on the following lawful bases under the UK General Data Protection Regulation to process your personal data:
Contract. We process personal data where it is necessary to provide a quotation at your request, to enter into a contract with you and to perform our contract, for example to manage bookings, collections and deliveries.
Legal obligation. We process certain data because we are legally required to do so, for example to meet tax, accounting and record keeping obligations, or to comply with court orders or regulatory requirements.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This includes managing enquiries, improving our services, handling customer queries and complaints, and maintaining security and business continuity.
Consent. In some limited circumstances we may rely on your consent, for example where required for certain types of optional marketing. Where we rely on consent, you may withdraw it at any time by contacting us using the details in this Privacy Policy.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to comply with legal, accounting or reporting requirements.
Enquiry and quotation records are typically retained for a period that allows us to manage follow up queries, potential bookings and any disputes relating to quotations.
Booking, service and invoice records are kept for a longer period where required for tax and accounting purposes, to respond to legal claims, and to demonstrate that we have fulfilled our contractual obligations.
Where personal data is no longer needed, we will securely delete, anonymise or otherwise remove it from our systems in line with our data retention practices and applicable law.
Sharing Your Personal Data and Use of Processors
We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy or where required by law.
Service partners and subcontractors. We may share relevant information, such as names, addresses, service details and contact information, with subcontracted drivers, porters or logistics partners where this is required to deliver the services you have requested.
Payment and financial services providers. When you make payments using cards or certain online methods, your payment details may be processed by third party payment processors acting as our processors or independent controllers. We share only the information necessary to process your payment and prevent fraud.
Professional advisers and insurers. We may share necessary information with professional advisers such as accountants, auditors, legal advisers and insurers where this is required for business administration, legal claims or regulatory compliance.
Authorities and law enforcement. We may disclose personal data where required by law, court order or regulatory request, or where it is necessary to protect our rights, property, safety or that of our customers or others.
Where we use third parties as processors to handle personal data on our behalf, we ensure that they are bound by appropriate contractual obligations to protect your personal data and use it only in accordance with our instructions and applicable data protection laws.
International Transfers
Our operations are primarily based within the United Kingdom. If it becomes necessary to transfer personal data to countries outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other recognised mechanisms, to provide a level of data protection essentially equivalent to that in the United Kingdom.
Security of Your Personal Data
We take reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include access controls, secure storage, restricted access to personal data, and staff awareness of data protection responsibilities. While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:
Right of access. You have the right to request confirmation that we process your personal data and to receive a copy of that data.
Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or updated.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we do not need to retain it for legal reasons.
Right to restrict processing. You may request that we restrict the processing of your personal data in specific situations, for example while we verify its accuracy or consider an objection.
Right to data portability. Where processing is based on consent or contract and 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 request that it is transmitted to another controller where technically feasible.
Right to object. You have the right to object to certain types of processing, including processing based on legitimate interests, on grounds relating to your particular situation. You also have the right to object to direct marketing at any time.
Rights in relation to automated decision making. Kentish Town Man and Van does not carry out automated decision making or profiling that produces legal or similarly significant effects on you.
If you wish to exercise any of these rights, please contact us using the contact information provided to you in your service correspondence or booking documentation. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have questions about this Privacy Policy or how we handle your personal data, you can raise these with us using the contact details provided in our service communications or invoices. You also have the right to lodge a complaint with the UK data protection supervisory authority, currently the Information Commissioner's Office, if you believe that your data protection rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updated version will apply from the date we publish it or otherwise make it available to you. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
