Privacy Policy

Man with Van Kingston Privacy Policy

This Privacy Policy explains how Man with Van Kingston collects, uses, shares and protects personal data relating to customers and prospective customers in the Kingston area. It is intended to meet the requirements of the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all Man with Van Kingston customers and individuals who make enquiries or bookings within the Kingston area, whether services are arranged online, by message, or in person. Man with Van Kingston is the controller of the personal data described in this Policy. This means we decide how and why your personal data is processed and are responsible for ensuring that such processing is carried out in a lawful and transparent way.

Types of Personal Data We Collect

We collect only the personal data that is necessary for us to provide our services and manage our relationship with you. The types of information we may collect include:

Identification and contact details such as your name, postal address, service address, and general location information in the Kingston area.

Booking and service details such as collection and delivery addresses, property access information you choose to provide, preferred dates and times, item descriptions and special instructions relevant to the move or transport.

Communication records such as enquiries, messages, and other correspondence you send to us, including the content of your messages and the time and date of contact.

Payment and transaction details such as payment method information, amounts, dates and references. We do not store full card details when payments are processed through third-party payment processors.

Technical and usage information such as basic device and browser information, date and time of visits, and basic analytics data collected through our website or online tools where used, to help us improve our services and understand how customers interact with us.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, provide instructions or feedback, or otherwise communicate with us. Data may also be collected automatically through our website or digital tools, for example through log files or basic analytics technology, to understand usage and performance. In some cases we may receive personal data from third parties, for example when a person books a move on your behalf and provides your address or contact details.

Lawful Bases for Processing

We rely on the following lawful bases under data protection law to process your personal data:

Contract: We process personal data where it is necessary to enter into and perform a contract with you, for example to provide moving and transport services, manage bookings, communicate about dates, locations and access, issue invoices, and handle payments.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, and where these are not overridden by your rights and interests. This includes managing and improving our services, responding to enquiries, keeping accurate business records, preventing fraud and misuse, and protecting our legal rights.

Legal obligation: We may process personal data where it is necessary to comply with legal obligations to which we are subject, such as tax, accounting and regulatory requirements, and to respond to lawful requests from public authorities.

Consent: In limited cases we may rely on your consent, for example for certain types of optional marketing or communication. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use personal data for the following purposes:

To provide and manage our services, including organising collections and deliveries, planning routes and schedules, and carrying out moves and transport in the Kingston area and beyond where relevant.

To communicate with you about enquiries, bookings, changes, delays, or issues affecting your service, and to respond to questions or complaints.

To calculate quotes, issue invoices, process payments and manage accounts and records.

To operate, maintain and improve our business operations, including training, service quality monitoring, and internal reporting.

To comply with legal obligations and cooperate with regulators or law enforcement where required by law.

To protect our rights, property and safety, and the rights, property and safety of our customers and third parties, including for the establishment, exercise or defence of legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share it with trusted third parties where necessary for the purposes described above. These third parties act as processors or separate controllers depending on the context. Categories of recipients include:

Service partners and subcontractors who assist us in providing moving, transport, storage or related services, where they need relevant information such as addresses, dates and access instructions.

Payment processors and financial service providers who handle card payments, bank transactions and fraud prevention.

Professional advisers such as accountants, auditors and legal advisers, to the extent necessary for them to provide their services to us.

IT and systems providers who support our website, booking tools, messaging systems, data storage and security.

Public authorities and law enforcement agencies where we are required to share personal data by law or to protect our legal rights.

Where third parties act as processors on our behalf, they are required to process your data only in accordance with our instructions, keep it secure, and not use it for their own independent purposes.

International Transfers

Where we use service providers that are located outside the United Kingdom or the European Economic Area, or that store data in other countries, we will take appropriate steps to protect your personal data. This may include ensuring that the destination country has an adequate level of data protection or putting in place appropriate safeguards such as standard contractual clauses or equivalent approved mechanisms.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, and to meet legal, accounting or reporting obligations. The specific retention period will vary depending on the type of data and the nature of our relationship with you. In general:

Booking and service information is kept for a period that allows us to manage our relationship with you, handle any queries or complaints, and meet tax and record-keeping requirements.

Payment and invoice records are kept for a period required by law for financial and tax purposes.

Enquiry and communication records may be kept for a reasonable period to assist with any follow-up, analysis and improvement of our services.

When personal data is no longer needed and there is no legal requirement to keep it, we will 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 are designed to provide a level of security appropriate to the risks involved in our processing activities and may include access controls, secure storage, and safeguards around the transfer and handling of information. While we aim to protect your personal data, no system can be completely secure, so we cannot guarantee absolute security.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain legal conditions and limitations and may include:

The right of access: You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you.

The right to rectification: You can request correction of inaccurate or incomplete personal data.

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

The right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests or where we need to process the data for legal claims.

The right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or ask us to transfer it to another controller where this is technically feasible.

The right to withdraw consent: Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of any processing based on consent before it was withdrawn.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will handle all requests in accordance with applicable data protection laws and aim to respond within the relevant legal time limits.

Complaints

If you have concerns about how we handle your personal data, you can raise them with us using the contact details provided in our general service information. You also have the right to lodge a complaint with a supervisory authority responsible for data protection in your country or region. In the United Kingdom, this is the Information Commissioner.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any changes will be made available through our usual communication channels or on our website, and the updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.