Privacy Policy - Man With Van Kingstonvale

This Privacy Policy explains how Man With Van Kingstonvale collects, uses, stores, shares, and protects personal data when providing services to customers in the Kingstonvale area. It applies to all Man With Van Kingstonvale customers in the area, including individuals, households, landlords, tenants, and businesses that request removals, deliveries, transport, loading, unloading, or related moving services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that we may process personal data as described in this policy. We only collect information that is necessary for the delivery, administration, and improvement of our services, and we apply appropriate technical and organisational measures to protect it.

1. Personal Data We Collect

We collect only the information needed to provide our services effectively. The categories of personal data we may process include:

Identity data, such as your name, title, and any business or household name you provide.
Contact data, such as your telephone number, email address, and service address.
Service and booking data, including moving dates, item descriptions, property access details, inventory information, and special handling instructions.
Payment data, such as billing details, transaction records, and limited payment information needed to process charges.
Communication data, including messages, enquiries, complaints, and feedback you send to us.
Operational data, such as job notes, route planning information, and service records.
Technical data, where applicable, including basic device or usage information generated when you communicate with us electronically.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, for example where access arrangements, health-related needs, or safety considerations must be noted for a service. If such information is provided, we process it with extra care and only where lawful grounds permit.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and arrange moving or transport services;
to plan, manage, and complete bookings;
to communicate with you about schedules, access, and service changes;
to process payments and keep financial records;
to respond to enquiries, complaints, or service issues;
to maintain business records and improve our operations;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Depending on the situation, we rely on the following bases:

Performance of a contract

We process your data when it is necessary to enter into or perform a contract with you. This includes taking bookings, confirming service details, completing removals, and handling invoices or payments.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. Examples include managing customer records, improving service quality, preventing fraud, and maintaining operational efficiency.

Legal obligation

We may need to process and retain data to comply with legal obligations, such as accounting rules, tax requirements, insurance claims, or lawful requests from authorities.

Consent

In limited situations, we may rely on your consent, for example if you voluntarily provide optional information not required for service delivery. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties when necessary to operate our business and provide services. These third parties act as processors or independent controllers depending on the service provided.

Examples of processors may include:

IT and cloud service providers that host data, support email systems, or store operational records;
payment processing providers that handle transactions securely;
accounting and bookkeeping providers that support financial administration;
customer communication tools used to manage booking messages or service updates;
professional advisers such as solicitors, insurers, or auditors where necessary.

We require processors to handle data only on our instructions, keep it secure, and comply with data protection law. We do not sell your personal data. We may disclose information if required by law, to prevent crime, to protect rights and safety, or to defend legal claims.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods depend on the type of data, the nature of the service, legal requirements, and whether there is an ongoing dispute or claim.

In general:

booking and service records are retained for a period necessary to manage the relationship and after-service queries;
financial and tax-related records are kept for the period required by applicable law;
communications and complaints may be retained for as long as needed to resolve matters and evidence service history;
information collected on a one-off enquiry basis may be deleted once it is no longer needed, unless a booking is made or legal retention applies.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.

6. Data Security

We take appropriate measures to protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of customer records. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

7. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. Subject to legal limits, these include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit processing in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
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 UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve them promptly and fairly.

8. Data Provided by Third Parties

Sometimes personal data may be provided to us by someone acting on your behalf, such as a family member, landlord, estate agent, employer, or business representative. In such cases, we expect the person sharing the data to have the authority to do so. We will use that data only for the relevant service or communication.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in the context of a household move or family arrangement and only to the extent required to provide the service safely. If we become aware that we have collected data unlawfully, we will take steps to delete it where appropriate.

10. International Transfers

Where any processor or system stores data outside the UK, we will ensure that appropriate safeguards are in place to protect the data in line with applicable legal requirements. Such safeguards may include adequacy regulations or approved contractual protections.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

Last principle: we aim to process personal data only when necessary, keep it accurate, retain it for no longer than required, and treat it with respect and care. If you use Man With Van Kingstonvale services in the Kingstonvale area, this policy applies to you.