Man with Van Kenley Privacy Policy
This Privacy Policy explains how Man with Van Kenley collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all individuals who use or enquire about our services in the Kenley area and any surrounding locations that we serve.
We are committed to handling your personal data lawfully, fairly, and transparently, in accordance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope of this Privacy Policy
This Privacy Policy applies to all personal data processed by Man with Van Kenley in connection with the provision of man and van, removals, and related services. It covers personal data collected directly from you, from third parties acting on your behalf, and indirectly through your use of our services or communication channels.
What Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, address, collection and delivery addresses, and other contact information you choose to provide.
Service and booking information: details of your requested move or transport, such as dates and times, property access details, type and quantity of items to be moved, special instructions, and any relevant notes relating to the service.
Communication data: information contained in or relating to any communication you send to us, including the content of enquiries, quotes, complaints, feedback, and any follow-up correspondence.
Payment and transaction information: details of payments made for our services and records of invoices and receipts. We do not store full payment card details if payment is processed through a third party payment provider.
Technical and usage data: limited data generated through your use of our website or online forms, such as approximate location, device and browser information, and basic analytics where applicable. This information is used to operate, secure, and improve our services.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback.
During the provision of services, when you share information necessary to carry out the move or transport safely and efficiently.
From third parties acting on your behalf, such as family members, friends, landlords, letting agents, or businesses arranging services for you.
Automatically, in a limited way, when you visit our website or interact with our online content, where basic technical information and usage statistics may be collected.
Lawful Bases for Processing Your Data
We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:
Contract: We process personal data where it is necessary to enter into and perform a contract with you, such as taking steps at your request before providing a quote, confirming a booking, and delivering our man and van services.
Legal obligation: We process certain information to comply with legal and regulatory obligations, for example maintaining records for tax and accounting purposes.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your rights and interests do not override those interests. This may include managing and improving our services, handling enquiries and complaints, and maintaining business records.
Consent: In limited circumstances, we may rely on your consent, for example when you specifically ask to receive certain types of optional communications that are not strictly necessary for the service. Where processing is based on consent, 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 quotes, estimates, and information about our services when you request them.
To manage bookings, schedule jobs, allocate vehicles and staff, and carry out the agreed man and van or removal services.
To communicate with you about your enquiry or booking, including confirmations, updates, and any issues that may arise.
To handle complaints, resolve disputes, and respond to any queries you raise.
To maintain accurate business and financial records and comply with legal and regulatory requirements.
To monitor and improve our services, customer experience, and operational processes.
To protect our business, staff, and customers, for example through the detection and prevention of fraud or misuse of our services.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties when this is necessary for the purposes set out in this Privacy Policy or when required by law.
Third parties that may process data on our behalf include:
Service providers acting as processors, such as vehicle and logistics partners, customer management tools, payment processors, accounting and invoicing providers, and information technology or cloud storage providers.
Professional advisers, including accountants, legal advisers, or consultants, where necessary for the operation of our business or to protect our legal rights.
Regulatory bodies, law enforcement, or public authorities where we are legally required or permitted to do so.
Where third parties act as processors, they are required to process your personal data only on our instructions, keep it secure, and comply with applicable data protection laws.
Data Retention
We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including for the purpose of satisfying any legal, accounting, or reporting requirements.
In general, we retain:
Booking and service records, including related personal data, for a period that allows us to manage our relationship with you, handle any complaints or queries, and comply with our tax and accounting obligations.
Enquiry and quote information for a shorter period, where no booking is made, to allow us to respond to your enquiry and keep basic records of communications.
Technical and usage data for the period necessary to operate and improve our website and services, typically for a shorter and more limited duration.
When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
While we take reasonable steps to secure your data, no method of transmission or storage can be guaranteed to be completely secure. You are responsible for ensuring that any personal data you provide to us is accurate and shared through appropriate channels.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These include:
Right of access: You have the right to request a copy of the personal data we hold about you and information about how it is processed.
Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
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 or where you have withdrawn consent.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we are investigating a concern you have raised about its accuracy or use.
Right to object: You may object to our processing of your personal data where we are relying on legitimate interests as the lawful basis and your particular situation gives rise to an objection. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue.
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 format and to transmit it to another controller.
Right to withdraw consent: Where we process personal data based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
To exercise any of these rights, you can contact us using the details provided on our website or through the communication channel you normally use with us. We may need to verify your identity before responding to your request.
International Transfers
Where we use service providers or tools that process data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data, consistent with applicable data protection laws.
Privacy Policy for Customers in the Kenley Area
This Privacy Policy applies to all Man with Van Kenley customers and prospective customers within the Kenley area and any surrounding areas we serve. By requesting a quote, making a booking, or otherwise using our services, you acknowledge that you have read and understood this Privacy Policy.
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 changes will be effective when the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
