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 moving, transport, and related services. It applies to all Man With Van Kingston customers in the area, including prospective customers, current customers, and anyone who contacts us in connection with our services.

1. Who We Are

Man With Van Kingston is a service provider offering removals, item transport, loading assistance, and related moving support. For the purpose of data protection law, we act as the data controller for personal data we collect and process in connection with our business activities. This means we decide why and how your personal data is used.

2. Personal Data We Collect

We only collect personal data that is necessary for arranging, delivering, and improving our services, or to meet legal and operational obligations. The information we may collect includes:

Identity data such as your name or the name of your business
Contact data such as telephone number, email address, and service address
Booking details such as moving date, property access information, inventory details, and service preferences
Payment data such as billing details and transaction records
Communication records such as enquiries, complaints, instructions, and correspondence
Service and logistics data such as collection and delivery locations, parking requirements, and item handling notes
Technical data if you interact with our digital systems, including limited device and usage information

We generally do not seek to collect special category data, such as health information, unless it is necessary for a specific service and you choose to share it with us. If you provide such data, we will handle it with extra care and only where we have a lawful basis to do so.

3. How We Use Your Personal Data

We process personal data to manage our services efficiently and lawfully. The main purposes include:

Responding to enquiries and providing quotations
Managing bookings and service delivery
Planning routes, schedules, and vehicle use
Communicating updates or changes relating to a booking
Processing payments, invoices, and refunds where applicable
Handling complaints, claims, and service issues
Maintaining business, tax, and legal records
Improving our services, processes, and customer experience
Preventing fraud, misuse, or unlawful activity

We process data only to the extent necessary for these purposes and in a way that is consistent with data protection law.

4. Lawful Basis for Processing

Under the UK GDPR and the Data Protection Act 2018, we must have a lawful basis to use your personal data. Depending on the context, we rely on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes taking booking details, arranging transport, carrying out the service, and processing payment-related information.

Legal Obligation

We may process and retain certain data to comply with legal requirements, such as accounting, tax, insurance, and regulatory obligations.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, record keeping, fraud prevention, and operational planning.

Consent

In limited situations, we may ask for your consent before processing data, especially where it is not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act either as independent controllers or as processors acting on our instructions. We require processors to handle data securely and only for specified purposes.

Examples of processors or service providers may include:

Accounting and bookkeeping providers
Payment processing services
IT and cloud storage providers
Communication and customer management systems
Legal, insurance, or claims support providers

We may also disclose data where required by law, court order, or a lawful request from public authorities. If a service requires coordination with a partner or subcontractor, we will only share the information necessary to complete that task.

6. International Transfers

Where personal data is transferred outside the UK, we take steps to ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections required by applicable law. We aim to ensure your data receives a level of protection consistent with UK GDPR standards.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, or reporting requirements. Retention periods depend on the type of data and the reason for processing.

In general:

Quotation and enquiry records are kept for a limited period unless they develop into a customer relationship
Booking and transaction records are retained for the duration needed to manage the service and comply with financial obligations
Complaint, claim, and dispute records may be kept longer where necessary to resolve or defend a legal matter
Technical and operational logs are retained only for as long as needed for security and business monitoring

When data is no longer needed, it is securely deleted or anonymised.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access based on business need. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

9. Your Rights

As a data subject, you have rights under data protection law. Subject to applicable conditions and exemptions, these include:

The right to be informed about how your data is used
The right of access to obtain a copy of the personal data we hold about you
The right to rectification if your data is inaccurate or incomplete
The right to erasure in certain circumstances, sometimes called the right to be forgotten
The right to restrict processing in certain cases
The right to data portability where processing is based on consent or contract and carried out by automated means
The right to object to processing based on legitimate interests or direct marketing
Rights related to automated decision-making, where applicable

If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal. Exercising your rights will not usually affect your ability to use our services, though some requests may limit our ability to provide certain features or complete an active service.

10. Children’s Data

Our services are intended for adults or organisations arranging moving services. We do not knowingly collect personal data from children except where it is incidentally included in service records and is necessary for the arrangement of a move. If we become aware that we have collected data unlawfully, we will take appropriate steps to remove it.

11. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, you have the right to raise them with the relevant data protection supervisory authority in the UK. We would also welcome the opportunity to address your concerns directly and will aim to resolve issues fairly and promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect when published or communicated through appropriate channels. We encourage you to review this policy periodically so you remain informed about how your data is used.

13. Summary of Key Principles

Man With Van Kingston is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to deliver moving and transport services, rely on appropriate lawful bases, retain data for limited periods, use trusted processors under contract, and respect your rights under data protection law. This policy applies to all Man With Van Kingston customers in the area and forms part of our commitment to privacy and accountability.