Privacy Policy - Kensington Man And Van

Kensington Man And Van is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data relating to all Kensington Man And Van customers in our service area. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Scope of this Privacy Policy

This Privacy Policy applies to all customers, potential customers, website visitors, and individuals who communicate with or use the services of Kensington Man And Van in the Kensington area and surrounding local service area. It covers personal data collected when you request a quote, book a service, manage a booking, make an enquiry, or otherwise interact with us.

We take privacy seriously and only collect information that is necessary for the delivery, administration, and improvement of our services. We do not collect more data than we need, and we aim to keep all personal information accurate and secure.

2. Personal Data We Collect

Depending on how you use our services, we may collect the following categories of personal data:

Identity data such as your name, title, and any relevant business or company name.
Contact data such as your address, email address, and telephone number.
Booking and service details such as moving dates, property access details, inventory information, special handling instructions, and destination addresses.
Payment and transaction data such as payment status, invoice details, and partial payment information needed to process your booking.
Communication data such as messages, emails, call notes, and service-related feedback.
Technical data such as device information, browser type, IP address, and usage information if you interact with any digital systems we use.
Special circumstances data where necessary to meet service requirements, for example if you tell us about access restrictions, fragile items, or mobility-related needs.

We generally do not seek to collect sensitive personal data unless you choose to provide it and it is necessary for a specific service request. If you do provide such information, we will only use it where permitted by law and strictly for the purpose for which it was shared.

3. How We Use Your Data

We use personal data for the following purposes:

to provide removal and transport services;
to prepare quotations and confirm bookings;
to communicate with you before, during, and after a service;
to manage schedules, route planning, and job administration;
to process invoices, payments, refunds, and accounting records;
to handle enquiries, complaints, and service issues;
to improve service quality, customer experience, and operational efficiency;
to meet legal, tax, insurance, and regulatory obligations;
to maintain security, prevent fraud, and protect our business and customers.

We only use your personal data where we have a lawful basis to do so under data protection law.

4. Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling your booking, providing moving services, managing payments, and responding to service-related requests.

Legal Obligation

We may process and retain certain information where needed to comply with laws and regulations, including accounting, tax, insurance, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, quality control, fraud prevention, business record management, and customer communications.

Consent

In limited situations, we may rely on your consent, for example where it is required for specific marketing or optional communication preferences. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, only where necessary and appropriate. These may include:

Payment service providers used to process transactions securely.
Accounting and bookkeeping providers who assist with financial administration.
IT and cloud service providers who support secure data storage, email, and business systems.
Operational subcontractors or service partners involved in completing a booking, if needed.
Professional advisers such as insurers, lawyers, or auditors where required.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

Where we use processors, they are required to act only on our instructions, to keep personal data secure, and to comply with applicable data protection laws. We do not sell your personal data.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The length of retention depends on the type of information and the purpose of processing.

Booking and service records are usually retained for a reasonable period after the service in order to manage disputes, customer service issues, and business records.
Financial and invoicing records are retained for the period required by tax and accounting laws.
Correspondence and complaints may be retained for as long as needed to resolve the matter and maintain a record of our response.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and internal procedures for data handling.

Although no system can be guaranteed to be completely secure, we work to maintain a strong standard of data protection and regularly review our processes. We also expect any processors acting on our behalf to apply appropriate safeguards.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of personal data in certain circumstances.
Right to restriction – to ask us to limit processing in some situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To help protect your privacy, we may need to verify your identity before responding to a request. Please note that some rights may not apply in every situation, particularly where we need to keep data for legal or contractual reasons.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with applicable law. This may include approved contractual protections or transfers to countries that offer an adequate level of data protection.

10. Cookies and Similar Technologies

If we use digital tools that place cookies or similar technologies on a device, these may be used for essential site functionality, performance, and analytics. Where required, we will obtain consent before using non-essential technologies. Any such use will be limited to what is necessary and proportionate.

11. Changes to This Privacy 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 it is published or otherwise made available. We encourage you to review this policy periodically so that you remain informed about how we use personal data.

12. Summary of Your Privacy Rights

In short: we collect only the information needed to provide and manage moving services, we use it only where the law allows, we keep it only as long as necessary, and we protect it with appropriate safeguards. You have rights over your personal data, and we will always handle requests in line with applicable data protection law.

By using Kensington Man And Van services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy for service delivery, administration, legal compliance, and related legitimate business purposes.