Privacy Policy - Kensington Man And Van

This Privacy Policy explains how Kensington Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Kensington Man And Van customers in the area, including individuals who request quotes, make bookings, receive removals or delivery services, or otherwise interact with us in connection with our moving and transport services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so you understand how your information is used and what rights you have.

1. Data We Collect

We collect only the information necessary to provide our services, manage customer relationships, and comply with legal obligations. Depending on the service requested, this may include:

Identity details such as your name and title;
Contact details such as address, email address, and telephone number;
Service details such as moving date, pickup and delivery addresses, inventory, access notes, and special handling requirements;
Payment information such as transaction records, billing details, and payment status;
Communication records including emails, call notes, text messages, and enquiry history;
Property and access information relevant to planning a move, including floor level, parking restrictions, and loading access;
Complaint or claim information where you raise concerns about a service or report damage;
Technical data such as IP address or device information if you interact with our digital systems, where applicable.

We may also receive personal data from third parties when necessary to carry out a booking or complete a service, for example from letting agents, landlords, estate agents, solicitors, or authorised representatives acting on your behalf.

2. How We Use Your Data

We use your personal data to provide our removal and van services efficiently and safely. Typical uses include:

responding to enquiries and providing quotations;
planning, scheduling, and completing removals or deliveries;
contacting you about your booking or service changes;
handling payments, invoicing, and accounting;
managing complaints, damage claims, or service issues;
keeping business records and improving operational quality;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your personal data for the purpose for which it was collected unless we reasonably consider that we need to use it for another compatible reason and that reason is lawful.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, and taking payment for services.

Legal Obligation

We may process personal data to comply with legal or regulatory requirements, such as tax record-keeping, accounting rules, insurance requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer communications, improving service quality, preventing fraud, maintaining business records, and defending legal claims.

Consent

In limited circumstances, we may rely on your consent, for example where it is needed for certain optional communications. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing that has already taken place lawfully.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us run our business and deliver services. These parties act as processors or independent controllers depending on the service they provide.

Processors may include:

payment service providers;
accounting and bookkeeping providers;
IT hosting, cloud storage, and software support providers;
customer communications systems;
insurance providers and claims handlers;
professional advisers such as lawyers, auditors, or insurers;
subcontracted transport or labour providers where needed to fulfil a booking.

We only share the information necessary for the relevant purpose and require processors to handle personal data securely and in accordance with applicable data protection law. Where a third party acts as an independent controller, that party is responsible for its own privacy practices.

We may also disclose personal data where required to comply with legal obligations, enforce agreements, protect our rights, or prevent unlawful activity. We do not sell personal data.

5. International Transfers

If 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 regulations or approved contractual protections.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. The retention period depends on the type of data and the nature of the service provided.

Quotation and enquiry data may be kept for a limited period to manage follow-up, internal records, and business planning;
Booking and customer records are retained while the service relationship exists and for a reasonable period afterwards;
Financial and transaction records are retained for the period required by tax and accounting law;
Complaint and claims records may be retained longer where needed to resolve disputes or defend legal claims;
Technical and security records are kept only as long as necessary for security and system integrity.

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

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 legal limitations or exemptions. They include:

Right of access – you may request a copy of the personal data we hold about you;
Right to rectification – you may ask us to correct inaccurate or incomplete information;
Right to erasure – you may request deletion of your data in certain circumstances;
Right to restriction – you may ask us to limit how we use your data in certain cases;
Right to object – you may object to processing based on legitimate interests or direct marketing;
Right to data portability – you may request transfer of certain data in a structured format where applicable;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with data protection law. We may need to verify your identity before acting on your request.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of service providers. However, no system is completely secure, and we cannot guarantee absolute security.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service requested by a parent, guardian, or authorised adult. Where such data is processed, it will be handled in line with this Privacy Policy and applicable law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Key Points

We collect only the personal data needed to provide moving and transport services;
We process data under lawful bases such as contract, legal obligation, legitimate interests, and, where relevant, consent;
We share data only with trusted processors and other necessary third parties;
We retain data only for as long as needed and then delete or anonymise it;
Customers have rights over their personal data, including access, correction, deletion, and objection.

This policy is intended to provide a clear and transparent explanation of how Kensington Man And Van handles personal data for all customers in the area. We value privacy and aim to process your information in a way that is lawful, secure, and respectful of your rights.