Man with Van Kingston upon Thames Privacy Policy

This Privacy Policy explains how Man with Van Kingston upon Thames collects, uses, stores, and protects your personal data when you use our services. It applies to all Man with Van Kingston upon Thames customers and prospective customers within Kingston upon Thames and the surrounding area.

Who We Are

Man with Van Kingston upon Thames is a local transport and moving service provider. In the context of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, we are the data controller for the personal data we process about our customers and prospective customers.

Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. The types of personal data we may collect include:

Identity and contact details, such as your name, address, collection and delivery addresses, and general location details related to your move.

Communication details, such as your preferred contact method and the content of communications you send to us, including enquiries, bookings, and feedback.

Service information, such as booking dates and times, the type and volume of items to be moved, job notes, and instructions related to your service.

Payment-related information, such as payment status and method, and basic billing details. We do not store full payment card details if payment is processed through a secure payment provider.

Technical and usage data, where applicable, such as general information about how you interact with our website or online booking tools, including basic log data used for security and performance.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm service details, or provide feedback.

We may also collect personal data when you provide information via our website or any online form related to our services.

In some cases, we may receive your details from a third party, such as an individual or business arranging a move on your behalf. When this happens, we rely on them to confirm that they have a lawful basis to share your details with us.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the circumstances, we rely on the following lawful bases:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, such as providing a quote, confirming a booking, carrying out the move, and managing payments.

Legal obligation: We may process certain information where it is necessary to comply with legal requirements, such as accounting, tax, or record-keeping obligations.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include improving our services, managing our business operations, preventing fraud, or handling customer enquiries and complaints.

Consent: In limited cases, we may rely on your consent, for example, if you specifically agree to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, respond to enquiries, and communicate about your booking.

To plan and deliver man and van services, including arranging pick-up and drop-off locations and scheduling resources.

To process payments and manage invoices, receipts, and related financial records.

To manage our relationship with you, including customer service, responding to feedback, and addressing any issues or disputes.

To improve our services and operations, including monitoring service quality and reviewing customer interactions.

To meet our legal, regulatory, and tax obligations, and to cooperate with law enforcement or regulatory bodies when required by law.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with third parties only when necessary for the purposes set out in this Privacy Policy and when allowed under data protection laws.

Service providers: We may use trusted third party processors to help us deliver our services and manage our business. These may include payment processors, IT service providers, website hosting providers, and providers of business software such as booking or accounting systems. These processors act on our instructions and are required to protect your data.

Professional advisers: We may share information with professional advisers such as accountants or legal advisers where necessary for legitimate business or legal purposes.

Authorities and regulators: We may disclose information where required by law, regulation, court order, or official request, or to protect our rights, property, or safety or that of our customers or others.

Where we use processors, we take steps to ensure there is a written agreement in place requiring them to handle your data securely, use it only as instructed by us, and in accordance with applicable data protection laws.

International Transfers

Our core services are provided within the United Kingdom. If any of our processors or service providers transfer personal data outside the United Kingdom or European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as the use of approved standard contractual clauses or an equivalent lawful transfer mechanism.

Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, including to provide our services, to meet legal, accounting, or reporting requirements, and to resolve disputes.

Operational records linked to your bookings are generally kept for a period that allows us to handle queries, issues, or repeat business. Financial and accounting records are typically retained for the period required by tax and accounting laws.

Where personal data is no longer needed, we take reasonable steps to delete, anonymise, or securely destroy it.

Data Security

We take appropriate technical and organisational measures to protect your personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures include limiting access to personal data to individuals who have a business need to know it and using secure methods to store and transmit information where appropriate.

While we take reasonable steps to protect your information, no system can be completely secure. You should take care when sharing personal information and ensure that any device or network you use to communicate with us is appropriately protected.

Your Data Protection Rights

As a data subject within the scope of applicable data protection laws, you have several rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions.

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with certain information about how we use it.

Right to rectification: You have the right to request that we correct inaccurate personal data and complete incomplete information.

Right to erasure: In some circumstances, you may request that we delete your personal data, for example, where the data is no longer necessary for the purposes for which it was collected and we have no legal reason to keep it.

Right to restriction: You may request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.

Right to data portability: In certain cases, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to object: You have the right to object to processing that is based on our legitimate interests, including any direct marketing activities. If you object, we will stop processing your personal data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is required for legal claims.

Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, please contact us using the contact details provided on our website or through the usual communication channels you use with Man with Van Kingston upon Thames. We may need to verify your identity before responding to certain requests to ensure that personal data is not disclosed to the wrong person.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office or another relevant data protection authority if you believe your rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will be published on our website, and the revised version will apply from the date of publication. We recommend that you review this policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all customers and prospective customers of Man with Van Kingston upon Thames in Kingston upon Thames and the surrounding area.