Privacy Policy - Man With Van Kingston

This Privacy Policy explains how Man With Van Kingston collects, uses, stores, shares, and protects personal data when providing removal, transport, and related moving services. It applies to all Man With Van Kingston customers in the area, including individuals, households, landlords, tenants, students, and businesses who request or receive our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Kingston is a moving and transport service provider. In this policy, references to “we,” “us,” and “our” mean Man With Van Kingston. References to “you” mean the customer, website visitor, or any individual whose personal data we process in connection with our services.

We act as a data controller for the personal data we collect and process for our own business purposes. In some cases, third parties may also process data on our behalf as processors, and we remain responsible for ensuring that such processing is carried out lawfully and securely.

2. Data We Collect

We only collect personal data that is necessary to provide our services, manage our business, and meet legal obligations. The categories of data we may collect include:

Identity details such as your name and, where needed, the names of other persons connected with the booking.
Contact details such as phone number, email address, and service address.
Booking information such as moving dates, access details, inventory items, and service preferences.
Payment information such as billing details and transaction records.
Communication records such as messages, notes from calls, and complaint history.
Service and delivery data such as route information, job completion records, and incident reports.
Technical data such as basic device, browser, or usage information if you interact with any digital service we operate.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily or it is otherwise required by law. Special category data may include information about health, religion, ethnicity, or similar sensitive details. If such information is shared with us, we will handle it with enhanced care and only where there is a lawful basis to do so.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving services.
To communicate about schedules, access arrangements, and service updates.
To process payments, issue invoices, and maintain accounting records.
To handle complaints, claims, or service issues.
To maintain safety, security, and quality standards.
To comply with legal and regulatory obligations.
To improve our operations, customer experience, and business planning.

We will only use your data for the purposes for which it was collected unless we reasonably believe we need to use it for another compatible purpose. If we need to use your data for a new purpose, we will make sure that purpose is lawful and consistent with this policy.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, our lawful bases may include:

Contract

We process your data when it is necessary to enter into or perform a contract with you, such as arranging a quote, confirming a booking, completing a move, or handling payments.

Legal Obligation

We may process data to meet legal requirements, including tax, accounting, insurance, and record-keeping obligations.

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 managing service quality, preventing fraud, protecting property, and maintaining internal records.

Consent

In limited cases, we may rely on your consent, for example where we use optional marketing communications or process certain sensitive information. Where consent is used, you can withdraw it at any time.

Vital Interests or Public Task

These bases are unlikely to be used often in our normal operations, but they may apply in rare situations where there is a serious emergency or a legal requirement linked to public interest.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, accounting, and reporting requirements. Retention periods depend on the type of information and why it is held.

Booking and service records are usually kept for a reasonable period after completion of the job to help resolve disputes, support customer service, and manage claims.
Financial and invoice records are retained for the period required by law for tax and accounting purposes.
Communication records may be retained for as long as needed to manage ongoing customer relationships, complaints, or evidence of instructions.
Marketing records are kept until you opt out or we no longer need them.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures. We review retention periodically to ensure that data is not kept longer than necessary.

6. Processors and Third Parties

We may share personal data with trusted third-party service providers who act as data processors on our behalf. These processors are only allowed to process your data under our instructions and must use appropriate security measures. Examples may include:

Payment processing providers.
Accounting or bookkeeping services.
IT support, cloud storage, and system maintenance providers.
Scheduling, communication, or customer management tools.
Insurance providers, legal advisers, or claims handlers where necessary.

We may also share data with independent controllers where required by law or where needed to complete a service, such as banks or regulatory authorities. If a third party is acting as an independent controller, that organisation is responsible for its own compliance and privacy practices.

We do not sell personal data. We do not allow processors to use your information for their own purposes.

7. Data Security

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

Although we take reasonable steps to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs, we will assess the risk and take steps required by law, which may include notifying affected individuals and supervisory authorities where appropriate.

8. Your Rights

Under UK GDPR, you have several rights in relation to your personal data. These rights may be limited in some situations, but we will always respond to requests in accordance with the law.

Your rights include:

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - you can request deletion of your data where there is no legal reason for us to keep it.
Right to restriction - you can ask us to limit how we use your data in certain circumstances.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you can request that certain data be provided to you or another controller in a machine-readable format.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Children’s Data

Our services are generally directed to adults arranging removals or transport services. We do not knowingly collect children’s personal data unless it is unavoidable in the course of providing a service, for example where family household details are included in a booking. In such cases, we process the data only as necessary and with appropriate safeguards.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Man With Van Kingston respects your privacy and is committed to processing personal data responsibly. We collect only the data needed to provide our services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent, keep information only for as long as necessary, use trusted processors under proper safeguards, and uphold your data protection rights. This policy applies to all Man With Van Kingston customers in the area.