Privacy Policy - Man With Van Kenley

Last updated: 23 June 2026

This Privacy Policy explains how Man With Van Kenley collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, and related services. This policy applies to all Man With Van Kenley customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our business.

We are committed to handling personal data in accordance with the UK GDPR and the Data Protection Act 2018. We believe privacy should be clear, fair, and transparent. This policy describes what information we collect, why we collect it, the lawful bases we rely on, how long we keep it, who may process it on our behalf, and what rights you have.

1. Information We Collect

We collect only the information needed to provide and manage our services, respond to enquiries, and meet legal or business obligations. Depending on how you interact with us, we may collect:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Service details including pickup and delivery addresses, access information, inventory descriptions, service dates, and instructions relating to your move or delivery.
Payment-related information such as records of payments made, invoices, and transaction references. We do not store full card details unless a secure payment provider requires them for processing.
Communication records including messages, quote requests, complaints, and customer service notes.
Technical information such as basic device or browser details if you contact us through digital channels, where relevant for security or service improvement.
Special category data only if you voluntarily provide it and it is necessary to support a service request, for example accessibility needs or health-related moving requirements. We aim to avoid collecting this unless essential.

We do not intentionally collect more data than is needed. Where you choose not to provide certain information, we may be unable to deliver the service safely or accurately.

2. How We Use Your Data

We use personal data to carry out our business activities and to provide a reliable moving service. This may include:

Responding to enquiries and preparing quotes.
Managing bookings and scheduling services.
Carrying out removals, collections, and deliveries.
Handling invoices, receipts, refunds, and payment records.
Communicating updates about your booking or service changes.
Managing customer support, complaints, and feedback.
Maintaining business records and accounting information.
Protecting our business, staff, customers, and property from fraud, misuse, or legal claims.
Meeting legal, tax, insurance, and regulatory obligations.

We will not use your personal data for purposes that are incompatible with those set out in this policy unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each use of personal data. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes quoting, booking, arranging, and completing services, as well as handling payments and service communications.

Legal Obligation

We may process data to comply with legal duties, such as accounting, tax reporting, recordkeeping, fraud prevention, insurance matters, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include maintaining records, improving services, managing enquiries, securing systems, and defending legal claims.

Consent

In limited cases, we may ask for your consent, especially where processing is not otherwise covered by another lawful basis. If consent is used, you may withdraw it at any time.

Vital Interests and Special Category Data

In rare situations, we may process limited information to protect vital interests, for example where urgent assistance is needed. If special category data is involved, we will only process it where a specific condition under data protection law applies.

4. Sharing Your Information

We may share personal data with trusted third parties where necessary to run our business and deliver services. These third parties act as processors or, in some cases, independent controllers. We take steps to ensure that any sharing is lawful, proportionate, and secure.

Examples of recipients may include:

Payment processors that handle secure card or bank-related transactions.
Accounting and bookkeeping providers who assist with invoicing, tax, and financial records.
IT and cloud service providers who support data storage, email, and communication systems.
Insurance providers, legal advisers, and auditors where necessary for claims, compliance, or dispute resolution.
Subcontractors or drivers involved in fulfilling a booking, where they need the information to complete the work safely and correctly.
Authorities or regulators where disclosure is required by law or to protect rights, property, or safety.

We do not sell your personal data. If data is transferred outside the UK, we will ensure suitable safeguards are in place to protect it in line with applicable law.

5. Processors

Where we use service providers to process personal data on our behalf, they are required to act only on our instructions and to protect your information appropriately. These processors may include:

Software and storage providers used for managing bookings and business records.
Communication service providers used for sending emails or messages.
Payment service providers used to process customer payments securely.
Professional service providers who support accounting, compliance, or administration.

We select processors carefully and expect them to maintain suitable technical and organisational measures, including access controls, confidentiality, and secure data handling.

6. Data Retention

We keep personal data only for as long as needed for the purposes for which it was collected, or as required by law. Retention periods can vary depending on the type of information and the reason it is held.

Quote and enquiry data is normally kept for a reasonable period to manage follow-up requests and business records.
Customer booking and transaction records are usually retained for the period required for accounting, tax, insurance, and legal compliance.
Communication records may be retained to resolve disputes, improve service, and keep an accurate history of interactions.
Special category data, if collected, is retained only for the shortest time necessary and then deleted or anonymised where appropriate.

When personal data is no longer needed, we will securely delete, destroy, or anonymise it.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.

Right of access – you can ask for 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 personal data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in certain situations.
Right to data portability – you can ask for certain data to be transferred to you or another provider in a structured format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing relies on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before fulfilling your request. You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed.

8. Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of business practices. While no system can be guaranteed completely secure, we take reasonable steps to reduce risk.

9. Children’s Data

Our services are intended for adults and business customers arranging transport or removals. We do not knowingly collect personal data from children except where it is incidentally included in service information provided by an adult customer. If we become aware that we have collected such data improperly, we will take steps to delete it where appropriate.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date stated at the top of the policy. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

We respect your privacy and aim to handle personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear business purposes, protect it with appropriate safeguards, and keep it only as long as necessary. This policy is designed to explain our practices in a clear and accessible way so that every customer can understand how their information is managed when using Man With Van Kenley services.

In brief: your data helps us provide quotes, bookings, and moving services efficiently, and we process it only when we have a valid legal reason to do so.