Privacy Policy - Man And Van Kingstonuponthames

This Privacy Policy explains how Man And Van Kingstonuponthames collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Kingstonuponthames customers in the area, including individuals and businesses who request or receive removals, deliveries, packing, transport, storage-related support, or any other moving service. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to any person whose personal data is processed in connection with services provided by Man And Van Kingstonuponthames. This includes:

Customers who request quotations or make service enquiries
Customers who book or use moving and transport services
Individuals who communicate with us by email, phone, message, or in writing
Recipients, building managers, landlords, or other third parties involved in arranging a move
Anyone whose personal information is included in booking notes, delivery instructions, or service records

By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We collect only the information necessary to provide, manage, and improve our services. The categories of data we may process include:

Identity data such as name and title
Contact data such as address, email address, and telephone number
Booking and service data such as move dates, addresses, property access details, inventory notes, and service preferences
Payment data such as payment status, transaction records, and invoicing details
Communication data such as correspondence and message history
Technical data such as device, browser, or usage information if you interact with our digital systems
Special category data only where strictly necessary and only if you provide it to us, for example where access arrangements may reveal health or mobility needs

We do not intentionally collect more data than is needed for the purpose at hand. Where possible, we encourage customers to avoid including sensitive information unless it is relevant to the service.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements
To manage bookings and complete moving services
To contact customers about service updates, access arrangements, or schedule changes
To process payments, issue invoices, and manage records
To respond to enquiries, complaints, and customer support requests
To maintain internal records and improve our operations
To comply with legal, accounting, tax, and regulatory obligations
To protect against fraud, misuse, or security incidents

We only process data where there is a valid legal reason to do so and where the processing is necessary and proportionate.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the situation, 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 providing quotations you request, arranging a move, confirming details, delivering services, and managing payment.

Legal Obligation

We may process data where required to meet legal obligations, including tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service administration, customer communication, fraud prevention, and internal business improvement.

Consent

Where required, we may rely on your consent, particularly for any optional processing that is not necessary for the service. If consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency involving safety or welfare.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our behalf and under our instructions. They are required to protect your information and use it only for agreed purposes.

Processors may include:

Payment service providers
Accounting and invoicing software providers
IT support, cloud storage, and data hosting providers
Communication service providers
Administrative and customer management tools

We may also share data with:

Professional advisers such as accountants, insurers, or legal advisers
Public authorities, regulators, or law enforcement where required by law
Third parties involved in fulfilling a service, such as building access personnel or delivery-related partners, where necessary

We do not sell personal data. Where data is shared, we take reasonable steps to ensure it is protected and only used for legitimate, specified purposes.

6. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason we hold it.

Booking and service records may be retained for a reasonable period to manage customer history, disputes, and operational needs
Financial and invoicing records are usually retained for the period required by tax and accounting law
Correspondence may be retained for as long as needed to respond to queries, complaints, or service follow-up
Data no longer required is securely deleted, anonymised, or destroyed

Where data is retained for legal compliance, access is restricted and the information is used only for that purpose.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited user permissions, and staff confidentiality obligations.

However, no system is completely secure. While we take care to protect your information, we cannot guarantee absolute security. If we become aware of a personal data breach that poses a risk to your rights and freedoms, we will respond in accordance with applicable law.

9. Your Rights

As a data subject under UK GDPR, you have important rights regarding your personal data. 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 how we use your data in certain situations
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to receive your data in a structured, commonly used format where applicable
Right to withdraw consent – where processing is based on consent

You also have the right to raise concerns about how your data is handled. If you believe your rights have not been respected, you may seek guidance from the UK Information Commissioner’s Office (ICO).

10. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is necessary in the context of a household move and provided by a parent, guardian, or authorised adult.

11. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects. If this changes, we will update this policy and provide further details where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most current version will apply to all customers in the area. Continued use of our services after changes are made indicates acceptance of the updated policy where lawful to do so.

13. Summary of Our Commitment

Man And Van Kingstonuponthames is committed to processing personal data responsibly, transparently, and lawfully. We collect only what we need, use it for clear and legitimate purposes, keep it secure, and retain it only for as long as necessary. We also respect your rights and expect our processors to uphold the same high standards of protection.

This Privacy Policy is intended to give all Man And Van Kingstonuponthames customers in the area clear information about how personal data is managed and safeguarded throughout the service relationship.