Man with Van Kingston Privacy Policy

This Privacy Policy explains how Man with Van Kingston collects, uses, stores and protects personal data relating to our customers and prospective customers. It also explains your rights under the General Data Protection Regulation and related UK data protection laws. This policy applies to all Man with Van Kingston customers and service users located in our operating area, including those who contact us for quotes, make bookings or otherwise interact with our services.

Scope and Responsibility

This Privacy Policy covers personal data processed by Man with Van Kingston in connection with our moving, transport and related services. We act as the data controller for the personal data we collect and decide how and why it is processed. By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Types of Personal Data We Collect

We collect and process different categories of personal data in the course of providing our services, including:

Identification and contact details such as your name, address, service address, email address, and any other contact information you choose to provide to us when you request a quote or make a booking.

Service and booking details such as collection and delivery addresses, access details for properties, preferred dates and times, details of items to be moved, and any instructions or notes you provide relating to the service.

Communication records such as messages, call notes and other correspondence between you and Man with Van Kingston relating to quotes, bookings, feedback or complaints.

Payment and transaction information such as the amount paid, date of payment, payment method and basic transaction identifiers. We do not store full payment card details; where required, these are processed by secure third party payment processors.

Technical and usage data such as IP address, device information and basic usage data where you interact with our website or digital platforms, to the extent that such information constitutes personal data under applicable law.

Lawful Basis for Processing

We only process your personal data when there is a valid legal basis to do so. Depending on the context, we rely on the following legal bases:

Performance of a contract: We process your personal data to provide you with the services you request, including creating quotes, managing bookings, allocating vehicles and staff, carrying out moves, and handling payments.

Compliance with legal obligations: We may process and retain certain records to comply with tax, accounting, insurance or other legal requirements applicable to our business.

Legitimate interests: We may process your personal data to pursue our legitimate business interests, such as improving our services, managing customer relationships, handling queries and complaints, preventing fraud and ensuring the security of our operations. When relying on legitimate interests, we balance our interests against your rights and reasonable expectations.

Consent: In limited cases, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this policy or by using any unsubscribe options we provide.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including offering quotes, confirming bookings, planning routes and logistics, carrying out moves, and providing customer support.

To communicate with you about your enquiries, quotes, bookings, changes to services, and any issues or complaints that arise.

To process payments and manage invoices, receipts and financial records related to the services you receive from us.

To improve our operations, services and customer experience by reviewing feedback, analysing trends and seeking to enhance efficiency and quality.

To meet legal, regulatory and insurance requirements, including record-keeping obligations and responding to requests from authorised authorities where required by law.

To protect our business, staff, customers and property, including through the detection and prevention of fraud or misuse of our services.

Data Sharing and Processors

We may share your personal data with trusted third parties where necessary for the purposes set out in this policy and where permitted by law. These third parties act as data processors or, in some cases, separate controllers.

Data processors that may process personal data on our behalf include providers of IT services, website hosting, customer relationship management tools, payment processing services, accounting and bookkeeping services, and communication tools. We only engage processors that provide sufficient guarantees to implement appropriate technical and organisational measures to protect your personal data.

In certain situations, we may also share personal data with insurance providers, legal advisers or regulatory bodies where required to comply with our legal obligations or to establish, exercise or defend legal claims.

We do not sell or rent your personal data to third parties. Any sharing of personal data is limited to what is necessary and proportionate for the relevant purpose.

International Transfers

Where any of our service providers or processors are located outside the United Kingdom or the European Economic Area, and personal data is transferred internationally, we will ensure that adequate safeguards are in place. These may include standard contractual clauses or other mechanisms recognised under applicable data protection law to protect your data and your rights.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements. The precise retention period will vary depending on the type of data and the purpose for which it is processed.

In general, we keep customer records relating to bookings, invoices and communications for a period that allows us to handle queries, address potential disputes and comply with statutory retention periods under tax and accounting laws.

When personal data is no longer required, we will take reasonable steps to delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, encryption in transit where appropriate, and internal policies and training designed to ensure that personal data is handled responsibly and in accordance with this policy.

While we strive to protect your personal data, no transmission of information over the internet or storage system can be guaranteed to be completely secure. You are responsible for any measures you take to protect your own information when communicating with us.

Your Data Protection Rights

As a customer of Man with Van Kingston in our operating area, you have a number of rights under data protection law in relation to your personal data. These include:

Right of access: You have the right to request confirmation as to whether we process your personal data and to obtain a copy of the personal data we hold about you, together with certain additional information.

Right to rectification: You have the right to request that inaccurate or incomplete personal data about you be corrected or updated without undue delay.

Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where the data 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 specific situations, such as where you contest the accuracy of the data or object to processing based on our legitimate interests.

Right to data portability: Where processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.

Right to object: You have the right to object at any time, on grounds relating to your particular situation, to the processing of your personal data based on our legitimate interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where processing is required for the establishment, exercise or defence of legal claims.

Rights in relation to direct marketing: Where we use your data for direct marketing, you can object at any time and we will stop using your data for that purpose.

Exercising Your Rights

You can exercise your data protection rights by contacting us and providing sufficient information for us to verify your identity and understand your request. We will respond to your request in accordance with applicable data protection laws and normally within one month. In some cases, we may request additional information from you if needed to confirm your identity or clarify your request.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations or services. Any changes will be posted in the latest version of this policy. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

Contact and Complaints

If you have questions about this Privacy Policy, our handling of your personal data, or wish to exercise any of your rights, you can contact us using the contact options provided on our official service information. You also have the right to lodge a complaint with a competent data protection supervisory authority if you believe your rights have been infringed.