Privacy Policy - Man And Van Kingston Vale

This Privacy Policy explains how Man And Van Kingston Vale collects, uses, stores, shares, and protects personal data when providing moving, van hire, removal, delivery, and related services. It applies to all Man And Van Kingston Vale customers in the area, including prospective customers, active customers, and anyone who makes an enquiry, receives a quotation, books a service, or communicates with us in connection with our services.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Man And Van Kingston Vale acts as the data controller for the personal information we collect and use in connection with our services. This means we decide how and why your personal data is processed, and we are responsible for ensuring that it is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We collect only the information needed to provide our services, manage our business operations, and comply with legal obligations. The type of personal data we may collect includes:

Identity details such as your name and title.
Contact details such as your telephone number, email address, and service address.
Booking and service details such as move dates, property access notes, inventory information, service preferences, and special instructions.
Payment information such as billing details and payment records. We do not store full card details unless necessary for a specific transaction process handled securely.
Communication records including emails, messages, enquiry forms, call notes, and service-related correspondence.
Technical data where relevant, such as device information, IP address, and basic usage data if you interact with our digital systems.
Photographs or operational notes if required to assess access conditions, item condition, or service planning.

We do not intentionally collect more information than is necessary. We also do not seek to collect special category data unless it is required for a specific lawful reason, such as where you voluntarily provide health-related access information that is necessary to deliver the service safely.

3. How We Use Your Personal Data

We use your information for the following purposes:

To respond to enquiries and provide quotations.
To arrange bookings and deliver removal, transport, and related services.
To manage customer accounts, invoices, and payments.
To communicate with you about schedules, service changes, or operational matters.
To improve our services, quality standards, and customer experience.
To maintain business records, handle complaints, and resolve disputes.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, and customers from fraud, misuse, or security incidents.

We will only use your personal data in a manner that is compatible with the original purpose for which it was collected, unless we have a valid legal basis to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, completing moves, providing quotations at your request, and processing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, fraud prevention, record keeping, and internal analysis.

Legal Obligation

We may process personal data to comply with legal obligations, including tax laws, accounting requirements, insurance obligations, and lawful requests from authorities.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information or agree to certain forms of communication. Where we rely on consent, you may withdraw it at any time.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act as processors or, in some cases, independent controllers. We only share the minimum information required and only where there is a lawful basis for doing so.

Examples of processors or service providers may include:

IT and cloud service providers who support data storage, communication, and operational systems.
Accounting and bookkeeping providers who assist with invoicing, financial records, and tax compliance.
Payment service providers who handle secure payment processing.
Insurance providers or claims handlers where necessary for risk management or dispute resolution.
Professional advisers such as legal or financial advisers when needed.
Subcontractors or service partners engaged to help deliver a booked service.

Where processors act on our behalf, they are contractually required to protect your data, use it only for our instructions, and implement appropriate security measures.

We may also disclose personal data if required by law, to protect our rights, to prevent fraud or crime, or to respond to a lawful request by a public authority.

6. International Transfers

In some cases, your personal data may be stored or accessed outside the UK if a processor uses overseas infrastructure. Where this happens, we ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protections required by applicable law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods may vary depending on the type of data and the reason for processing.

As a general approach:

Customer and booking records are retained for the duration of the business relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Correspondence and service notes are retained only as long as needed to manage the booking, handle enquiries, or resolve complaints.
Security and technical logs are retained for a limited time unless a longer period is required for investigation or legal compliance.

When data is no longer required, we will securely delete, anonymise, or destroy it.

8. Your Data Protection Rights

Depending on your circumstances and the legal basis for processing, you may have the following rights under data protection law:

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 information.
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 cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request using the channels normally used for our customer communications. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

9. Security of Your Data

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

However, no system can be guaranteed completely secure. If a data breach occurs that affects your rights or freedoms, we will act in accordance with applicable legal obligations.

10. Children’s Data

Our services are intended for adults acting on their own behalf or on behalf of a household or business. We do not knowingly collect personal data from children unless it is incidentally provided as part of a booking or service arrangement and is necessary to complete that service lawfully and safely.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service offerings. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Key Commitments

In summary, Man And Van Kingston Vale will:

collect only data that is necessary and relevant;
process personal data lawfully, fairly, and transparently;
use data for clear and legitimate purposes;
share data only with appropriate processors or where legally required;
retain data only for as long as needed;
respect your rights and handle requests in accordance with data protection law.

By using our services, making an enquiry, or booking with Man And Van Kingston Vale, you acknowledge that your personal data will be handled in accordance with this Privacy Policy.