Privacy Policy

Man with Van Kingston upon Thames Privacy Policy

This Privacy Policy explains how Man with Van Kingston upon Thames collects, uses, stores, and protects personal data relating to our customers and prospective customers in Kingston upon Thames and the surrounding area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all customers and users of Man with Van Kingston upon Thames services within the local area, including enquiries, bookings, and any communication relating to our services.

Who We Are and Scope of This Policy

Man with Van Kingston upon Thames is a local moving and transport service provider. In relation to the personal data we collect, we act as a data controller. This means we determine the purposes and means of processing your personal data.

This Privacy Policy covers personal data collected through our service enquiries, quotations, bookings, customer support, and any other interactions you may have with us in the course of using our services.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, title, and contact information, including address, general location, and other contact details you choose to provide.

Service and booking information, such as details of your move or transport requirements, collection and delivery addresses, property access details, inventory descriptions, preferred dates and times, and any special instructions you provide.

Communication data, such as records of communications with you, including enquiries, complaints, feedback, and any other correspondence relating to our services.

Transaction and billing data, such as information related to payments, invoices, and receipts, and limited payment information to the extent necessary for processing and accounting, excluding full card details where payment is handled by a secure payment processor.

Technical and usage information, where applicable, such as basic device or interaction data generated when you visit our online pages, request a quote, or interact with us digitally. This may include basic log information used to ensure the security and performance of our services.

How and Why We Collect Your Data

We collect personal data when you contact us to request a quote, make a booking, ask a question, provide feedback, or use our services. We may also collect personal data indirectly if, for example, another person books our services on your behalf and provides your details.

We use your personal data for the following purposes:

To provide our services, including responding to enquiries, preparing quotations, confirming bookings, planning and carrying out moves, and delivering items.

To manage our relationship with you, including customer service, handling complaints, and general communication about your booking or our services.

To administer and improve our business operations, including scheduling, route planning, vehicle allocation, staff management, and service quality monitoring.

To meet our legal and regulatory obligations, including record-keeping, accounting, tax compliance, and responding to lawful requests from public authorities.

To protect our legitimate interests, such as preventing fraud, protecting our property, enforcing our terms and conditions, and resolving disputes.

Lawful Bases for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:

Contract: We process personal data when it is necessary to enter into or perform a contract with you, for example when you request a quote or book a service.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes activities such as managing our operations, improving our services, and preventing misuse of our services.

Legal obligation: We process personal data when we need to comply with a legal or regulatory obligation, such as accounting and tax rules or responding to lawful information requests.

Consent: In limited cases, we may rely on your consent, for example where you specifically agree to receive certain types of optional communications. When we rely on consent, you may withdraw it at any time.

Data Sharing and Use of Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.

Service providers and processors: We may use external companies to help us deliver our services and operate our business. These may include payment processors, IT and hosting providers, communication tools, route planning tools, and administrative support. These providers act as data processors and may only process your personal data on our instructions and for the purposes we define. They are required to keep your data secure and confidential.

Professional advisers: We may share data with accountants, legal advisers, or other professionals where necessary for advice, auditing, or compliance.

Authorities and law enforcement: We may share data where required to comply with legal obligations, court orders, or lawful requests from regulatory or law enforcement authorities.

Other third parties: In limited circumstances, such as the investigation or prevention of fraud, or in connection with a potential business transfer or reorganisation, we may share limited personal data where permitted and appropriate safeguards are in place.

We do not sell your personal data to third parties.

International Data Transfers

Where we use service providers or tools that may transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are applied, such as using countries with an adequacy decision or implementing standard contractual clauses or equivalent protections as required by data protection law.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, meet legal, accounting, or reporting requirements, and resolve potential disputes.

In general, we retain booking and contract-related records for a period consistent with applicable limitation periods and legal obligations. Enquiry and communication records may be retained for a shorter period where ongoing reference is not required. Where data is no longer required, we will securely delete or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include access controls, secure storage practices, and limiting the personal data we collect to what is necessary for the purposes described in this Privacy Policy.

While we take reasonable steps to safeguard your data, no system can be completely secure. You should take care in how you share personal data with us, particularly through open or insecure channels.

Your Data Protection Rights

As a data subject, you have several rights in relation to your personal data under the UK GDPR, subject to certain conditions and exemptions.

Right of access: You have the right to request confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification: You have the right to request correction of inaccurate or incomplete personal data.

Right to erasure: You may request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or assess an objection.

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, machine-readable format and to transmit it to another controller where technically feasible.

Right to object: You have the right to object to processing based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is necessary for legal claims.

Rights in relation to automated decision-making: You have rights in relation to decisions based solely on automated processing, including profiling, where these produce legal effects or similarly significant effects for you. Man with Van Kingston upon Thames does not typically engage in such automated decision-making in the course of providing its services.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so we can address any concerns.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.

By using the services of Man with Van Kingston upon Thames, you acknowledge that you have read and understood this Privacy Policy as it applies to customers and users within the Kingston upon Thames area.