Kensington Man and Van Privacy Policy
This Privacy Policy explains how Kensington Man and Van collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, requesting a quote, or otherwise interacting with Kensington Man and Van, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Kensington Man and Van customers, prospective customers, and website users in our operating area who contact us, request a quote, book a service, or otherwise provide personal data to us. It covers data collected through our website, by telephone, in person, and through any other direct communication with Kensington Man and Van.
Data Controller
Kensington Man and Van is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal Data We Collect
We collect only the personal data that is necessary for us to provide our services, operate our business, and meet our legal obligations. The categories of personal data we may collect include:
Identification and contact details such as your name, address, service address, email address, and contact preferences. Booking and service information such as details of the move or transport service required, property access information relevant to the service, preferred dates and times, inventory details you choose to share, and any special instructions you provide. Communication data such as records of communications between you and Kensington Man and Van, including notes from telephone calls and messages sent to us through forms or other channels. Payment and transaction information such as details related to payments for our services, payment confirmations, and billing history. We do not store full card details if payment is processed through a secure payment provider. Technical and usage data such as basic analytics relating to the use of our website or online forms, which may include pages viewed, approximate location based on IP address, and device or browser information, where this is necessary for site operation and security.
How We Collect Personal Data
We collect personal data directly from you when you contact us to request a quote, book a service, communicate with us by telephone or through online forms, or provide information in the course of receiving our services. We may also collect data indirectly where it is provided by someone acting on your behalf, such as a family member, colleague, or business partner arranging a service for you. In some cases, we may obtain limited information from publicly available sources or from third parties where this is necessary to verify addresses or for fraud prevention, and where such collection is lawful.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Performance of a contract: We process personal data to provide quotes, set up and manage bookings, deliver moving and transport services, handle payments, and communicate with you about your service. Legal obligation: We may process personal data to comply with legal and regulatory requirements, such as record keeping, tax, accounting, and responding to lawful requests from authorities. Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where these are not overridden by your rights and interests. This may include managing and improving our services, ensuring the security of our systems and vehicles, handling enquiries and complaints, and maintaining business records. Consent: In limited circumstances, we may rely on your consent, for example for certain marketing communications where required by law. When we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide you with quotes, estimates, and information about our services. To set up, manage, and fulfil bookings and contracts for man and van, moving, and related services. To communicate with you before, during, and after the provision of services, including to answer questions and keep you informed of arrangements or changes. To process payments, manage invoices, and maintain accurate financial and service records. To improve our services, operations, and customer experience, including through internal analysis and training. To protect our business, our staff, and our customers, including through fraud prevention, dispute resolution, and the exercise or defence of legal claims. To send you service-related information and, where permitted by law and subject to your preferences, relevant marketing or promotional messages.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected or to meet legal, accounting, or reporting obligations. In general, we retain customer booking and transaction records for a period that allows us to respond to queries, handle disputes, and satisfy legal record keeping requirements. Where data is no longer needed for the purposes for which it was collected and there is no legal obligation to retain it, we will securely delete, anonymise, or otherwise remove it from our systems.
Data Processors and Third Parties
In order to operate our business and deliver services, we may share personal data with trusted third parties who act as data processors on our behalf. These may include providers of payment processing services, providers of email or communication tools, IT and cloud service providers who host or support our systems, and professional advisers such as accountants or legal consultants where necessary.
These processors are only permitted to process your personal data in accordance with our instructions and for the purposes we specify. We ensure that appropriate contracts and safeguards are in place requiring data processors to protect your personal data, maintain confidentiality, and comply with data protection law.
We may also share personal data where required by law, for example with regulatory or law enforcement authorities, or in connection with legal proceedings, the exercise or defence of legal claims, or to protect the rights, property, or safety of our business, staff, or customers.
International Transfers
Where we use service providers or store data in locations outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using countries that have been recognised as providing an adequate level of data protection, or entering into contracts that incorporate standard data protection clauses approved by relevant authorities.
Security of Your Personal Data
We take reasonable and appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, secure storage, staff training, and regular review of our security practices. While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure, and you share information with us at your own risk.
Your Data Protection 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 legal exceptions. Your rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with certain additional information. Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated. Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it. Right to restriction of processing: You may have the right to request that we restrict or suspend the processing of your personal data in certain situations. Right to data portability: For personal data you have provided to us and which we process by automated means on the basis of consent or contract, you may have the right to receive that data in a machine readable format or to request that it is transmitted to another controller where technically feasible. Right to object: You may have the right to object to processing of your personal data where we rely on legitimate interests as our lawful basis, including in relation to certain forms of direct marketing.
Exercising Your Rights and Contact
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how Kensington Man and Van processes your personal data, you can contact us using the contact details published on our website or through the usual communication channels you use to interact with our business. We may need to verify your identity before responding to certain requests. We will respond to your request in accordance with applicable data protection law.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office. We would, however, welcome the opportunity to address your concerns directly before you approach the supervisory authority.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we use personal data, or to comply with new legal or regulatory requirements. Any changes will be posted on our website with an updated revision date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
