Privacy Policy - Man With Van Kingston Upon Thames

Man With Van Kingston Upon Thames is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and safeguard information relating to our customers and prospective customers in the Kingston upon Thames area. It applies to all Man With Van Kingston Upon Thames customers in the area, including individuals, households, landlords, tenants, and businesses who use or enquire about our moving and transport services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so that you understand what information we collect, why we collect it, and the rights you have in relation to that information.

1. Information We Collect

We may collect and process different types of personal information depending on how you interact with us. The data we collect is limited to what is necessary for providing our services, managing enquiries, and meeting legal obligations.

Information you provide directly

Identity details such as your name and title
Contact details such as phone number, email address, and service address
Booking details including moving date, collection and delivery locations, property access notes, and service preferences
Payment information where needed to process transactions or issue invoices
Communication records including messages, emails, and notes from calls
Service-related details such as inventory information, item descriptions, parking access, or special handling requirements

Information collected automatically

When you contact us or use our services, we may also collect limited technical data, such as the date and time of enquiries, device or browser information, and records of how you interact with our communications. This data is used to maintain security, improve service quality, and manage administrative operations.

Information from third parties

We may sometimes receive personal data from third parties, such as landlords, agents, business partners, or household members, when they arrange a service on your behalf or provide details needed for the move. We only use such data where it is necessary and lawful to do so.

2. How We Use Personal Data

We use personal data only for legitimate and clearly defined purposes. These may include the following:

Responding to enquiries and providing quotations
Managing bookings, schedules, and service delivery
Carrying out moving, loading, unloading, and transport services
Processing payments and issuing invoices or receipts
Communicating updates about your service
Handling complaints, claims, or service issues
Keeping internal records and carrying out business administration
Meeting tax, accounting, insurance, and legal obligations
Protecting against fraud, misuse, or security incidents

We do not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis and, where required, your consent.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing activity. Depending on the circumstances, we rely on the following legal bases:

Performance of a contract

We process personal data when it is necessary to prepare for or perform a contract with you. This includes taking bookings, organising removals, arranging transport, issuing invoices, and delivering the agreed service.

Legal obligation

We may process data to comply with legal and regulatory requirements, such as tax records, accounting duties, insurance obligations, or lawful requests from public authorities.

Legitimate interests

We may process certain information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes managing customer relationships, improving operations, maintaining security, preventing fraud, and keeping appropriate business records.

Consent

Where required by law, we will rely on your consent. If consent is used as the lawful basis, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before it was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal requirements. These third parties act as processors when they process data on our behalf, and they are required to protect it and use it only for agreed purposes.

Examples of processors and service providers

Payment processors used to handle card payments, bank transfers, or invoicing support
IT and cloud service providers used for data storage, email services, scheduling, or secure backups
Accounting and bookkeeping providers used to manage financial records and tax compliance
Customer administration tools used to maintain booking records and communication logs
Insurance providers, surveyors, or claims handlers where needed in relation to service issues or liabilities

We may also share data with subcontractors or operational partners involved in delivering the moving service, but only when necessary and subject to appropriate confidentiality and data protection safeguards.

We do not sell your personal data. We do not permit processors to use your data for their own marketing or unrelated purposes.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The exact retention period depends on the type of information and the reason it was collected.

Booking and service records are generally kept for a period needed to manage the service, resolve disputes, and maintain business records
Financial and invoice records are retained for the period required by tax and accounting laws
Communication records may be kept for operational and evidential purposes where relevant
Claims or complaint records may be kept longer if needed to defend legal claims or fulfil insurance requirements

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

6. Data Security

We take reasonable 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 confidentiality obligations, and limited data access on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain appropriate safeguards consistent with the nature of the information we hold.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to request correction of inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain circumstances
Right to restriction – to request limited processing in certain situations
Right to data portability – to request transfer of certain data to you or another provider
Right to object – to object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

8. Children’s Data

Our services are generally intended for adults arranging removals and transport. We do not knowingly collect personal data from children unless it is necessary as part of a service arrangement and appropriate safeguards are in place. If we become aware that we have collected data without a lawful basis, we will take steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it takes effect. We recommend reviewing this policy periodically to stay informed about how we protect your information.

10. Summary of Our Approach

In short: we collect only the personal data needed to provide moving services, manage customer relationships, and meet legal obligations. We rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate. We keep data securely, retain it only as long as necessary, and use processors that are bound by confidentiality and data protection requirements.

This Privacy Policy applies to all Man With Van Kingston Upon Thames customers in the area.