Privacy Policy - Man With A Van Kingston

This Privacy Policy explains how Man With A Van Kingston collects, uses, stores, shares, and protects personal data in connection with its moving, delivery, and related services. It applies to all Man With A Van Kingston customers in the area, including individuals, households, landlords, tenants, businesses, and any other service users who engage with us for removals, transport, packing, loading, or associated support services.

We are committed to handling personal information in a way that is lawful, fair, transparent, and consistent with the General Data Protection Regulation (GDPR) and applicable UK data protection laws. This policy is intended to help you understand what we do with your personal data and what rights you have in relation to it.

1. Data We Collect

We only collect personal data that is necessary for the provision, management, and improvement of our services. Depending on how you interact with us, this may include the following categories of data:

Identity data: name, title, and similar identifiers.
Contact data: address, email address, telephone number, and other communication details.
Service data: move details, collection and delivery addresses, inventory information, access requirements, date and time preferences, and service instructions.
Payment data: billing details, payment status, and transaction records. We do not retain full card details where payment processing is handled by a third-party provider.
Correspondence data: messages, complaints, quotes, feedback, and records of conversations.
Technical data: basic information such as IP address, device type, browser details, and usage logs where relevant to the operation and security of our systems.
Special category data: we do not usually request this. If you choose to disclose sensitive information, we will only process it where lawful and necessary.

We generally collect data directly from you when you request a quote, make a booking, ask a question, provide instructions, or communicate with us. In some cases, we may receive information from third parties such as landlords, agents, business clients, or payment service providers where necessary to carry out a service.

2. How We Use Your Data

We use personal data only for specific and legitimate purposes. These include:

providing quotes and managing bookings;
planning, performing, and completing moving or delivery services;
communicating with you about your job, timing, access, or service changes;
processing payments, invoices, and refunds;
handling complaints, claims, and service disputes;
maintaining safety, security, and operational records;
meeting legal, accounting, and regulatory obligations;
improving our services, training staff, and preventing fraud or misuse.

We do not use your personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so and you have been informed where required.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, and managing related administration.

Legal Obligation

We may process data to comply with legal requirements, such as tax, accounting, fraud prevention, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service improvement, customer support, internal administration, and operational security.

Consent

In limited cases, we rely on consent, for example where it is needed for certain optional communications or non-essential uses of data. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These parties act as processors or, in some circumstances, independent controllers. We ensure appropriate safeguards are in place before sharing data.

Examples of processors may include:

accounting and invoicing providers;
IT and cloud storage providers;
payment processing services;
customer communication tools;
web hosting, backup, and security providers;
professional advisers such as solicitors, insurers, or auditors where necessary.

We may also disclose data if required by law, court order, or lawful request from a public authority. Where data is shared, we limit it to what is necessary for the relevant purpose.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements.

Retention periods may vary depending on the type of data and the nature of the service. For example:

booking and service records: retained for a reasonable period after completion of the job;
financial records: retained for the period required by tax and accounting law;
complaints and claims data: retained for as long as needed to resolve the matter and manage any follow-up;
marketing-related data: retained until you withdraw consent or object, where applicable.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limited access to personal information on a need-to-know basis.

While we work hard to protect your information, no system can be guaranteed completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with applicable legal obligations.

7. International Transfers

Where any service provider stores or processes data outside the UK, we will take steps to ensure that an appropriate level of protection is in place. This may include reliance on approved safeguards, contractual protections, or other lawful transfer mechanisms.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Access: request a copy of the data we hold about you.
Rectification: ask us to correct inaccurate or incomplete data.
Erasure: request deletion of your data in certain circumstances.
Restriction: ask us to limit how we use your data in certain situations.
Portability: receive your data in a structured, commonly used format where applicable.
Objection: object to processing based on legitimate interests or direct marketing.
Withdraw consent: where processing is based on consent, you may withdraw it at any time.

Some rights are not absolute and may be subject to legal exceptions. We will assess all requests in accordance with applicable law and respond within the required time frame where possible.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in the course of providing a service and only where appropriate lawful grounds are present. If we become aware that we have collected data from a child without a valid basis, we will take reasonable steps to delete it.

10. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this changes in future, we will update this policy and provide the information required by law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is published or otherwise communicated.

In summary: Man With A Van Kingston collects only the personal data needed to provide moving and related services, uses it on a lawful GDPR basis, retains it for appropriate periods, shares it only with trusted processors or where legally required, and respects your data protection rights.