Privacy Policy - Man With Van Kingston Upon Thames

This Privacy Policy explains how Man With Van Kingston Upon Thames collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related moving services. It applies to all Man With Van Kingston Upon Thames customers in the area, including anyone who makes an enquiry, requests a quote, books a service, or communicates with us in connection with our 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. Who We Are

Man With Van Kingston Upon Thames provides moving and transport services for domestic and commercial customers. In the course of delivering our services, we may need to collect and process personal information about customers, potential customers, recipients, suppliers, and other individuals involved in a booking or delivery.

For the purposes of data protection law, we act as the data controller in relation to personal data processed for our own business operations. This means we determine the purposes and means of processing your personal data.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for the services we provide. Depending on your interaction with us, we may collect the following categories of data:

Identity details such as your name and, where needed, the names of other individuals associated with a booking.
Contact details such as address, email address, telephone number, and delivery or collection addresses.
Booking information including dates, service requirements, property access details, item descriptions, and moving instructions.
Payment information such as billing details and transaction records. We do not store full card details where payment processing is handled by secure third-party providers.
Communication records including emails, messages, notes from calls, and any feedback or complaints.
Service-related information such as inventory lists, special handling needs, and information necessary to plan and complete a move safely.
Technical data where relevant, such as basic website or device information collected through standard security and performance tools.

We do not intentionally collect sensitive personal data unless it is strictly necessary for a specific service and you have provided it to us, or unless required by law. If such information is ever processed, it will be handled with additional care and safeguards.

3. How We Use Your Data

We use personal data only for legitimate business purposes connected to our services. These include:

responding to enquiries and providing quotations;
managing bookings and scheduling services;
delivering moving, collection, and transport services;
communicating with you about service arrangements, changes, or issues;
processing payments, invoices, and account-related matters;
maintaining business records and service histories;
handling complaints, claims, and dispute resolution;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, customers, and property from fraud or misuse.

We do not sell your personal data. We also do not use it for unrelated purposes unless we have a lawful basis to do so and, where needed, have informed you.

4. Lawful Basis for Processing

We rely on one or more of the following lawful bases under UK GDPR when processing your personal data:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing a quotation, arranging your move, completing the service, and managing payment.

Legal Obligation

We may process personal data to comply with legal obligations such as tax record keeping, accounting requirements, or responding to lawful requests from public 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. This can include improving our services, preventing fraud, managing risk, maintaining records, and handling customer support.

Consent

In some limited circumstances, we may rely on your consent, for example where optional marketing communications are involved or where consent is the most appropriate basis for a particular type of processing. 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 when necessary to deliver our services or operate our business. These parties act either as processors or, in some cases, as separate controllers under their own privacy responsibilities.

Examples of processors and service providers may include:

Payment processors that securely handle card or online payments;
IT and cloud service providers that store or support our data systems;
Accounting and bookkeeping providers that assist with financial records and tax compliance;
Customer communication tools used for sending service updates or managing enquiries;
Insurance or claims support providers where a claim, incident, or dispute needs to be assessed;
Subcontracted service partners where required to complete a booking or specific part of a service.

Where we use processors, they are required to process personal data only on our instructions, keep it secure, and comply with data protection law. We do not permit processors to use your data for their own unrelated purposes.

We may also disclose personal data where necessary to comply with legal obligations, enforce our terms, protect our rights, or prevent fraud and unlawful activity.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason it was collected.

In general:

Booking and service records may be kept for a reasonable period after the service is completed in case of follow-up queries, complaints, or disputes;
Financial and tax records are retained for the period required by law;
Communication records are retained only as long as necessary for customer support, evidence, or business administration;
Marketing-related data, where applicable, is retained until you unsubscribe or withdraw consent, or until it is no longer needed.

When personal data is no longer required, we will securely delete it, anonymise it, or archive it in a way that prevents unnecessary access.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and contractual safeguards with processors.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will respond in line with applicable legal requirements.

8. Your Rights

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

Access the personal data we hold about you;
Rectification of inaccurate or incomplete information;
Erasure of your data in certain circumstances;
Restriction of processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is the lawful basis;
Complain to the Information Commissioner’s Office if you believe your rights have been infringed.

To help protect your privacy, we may need to verify your identity before responding to a rights request. We will respond within the time limits required by law.

9. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms recognised under data protection law.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for a booking, delivery arrangement, or lawful business purpose and is provided by an adult responsible for the service.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage customers in Kingston Upon Thames and the surrounding area to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Key Principles

In summary, Man With Van Kingston Upon Thames processes personal data fairly, lawfully, and transparently. We collect only the information needed to provide reliable moving services, use it for clearly defined purposes, keep it no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to make sure your information is handled with care at every stage.

This Privacy Policy applies to all Man With Van Kingston Upon Thames customers in the area and is intended to give clear, practical information about how personal data is used in connection with our services.