Privacy Policy - Man With Van Kingston

This Privacy Policy explains how Man With Van Kingston collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Kingston customers in the area, including individuals and businesses who request or use our moving, transport, delivery, loading, unloading, packing, or related services. We are committed to handling personal data in a lawful, fair, and transparent manner, in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to:

Customers who book our services
Prospective customers who request quotes or information
Recipients and other persons connected to a booking
Website, phone, email, and message enquirers
Suppliers, contractors, and business contacts where applicable

By using our services or contacting us for a quotation, you acknowledge that this policy explains how your personal data may be processed.

2. Data we collect

We may collect and process different categories of personal data depending on how you interact with us. The information we collect is limited to what is necessary for the purposes described below.

Personal data you provide directly

Name and title
Address and moving locations
Contact details such as telephone number and email address
Service preferences and booking details
Payment and billing information
Information about access, parking, property size, or item volume
Any special instructions you choose to provide

Information collected automatically

Basic technical data from emails, websites, or online forms
IP address, device type, browser type, and usage data where relevant
Records of communication and correspondence

Information from third parties

We may receive personal data from third parties where necessary for service delivery, such as payment providers, subcontractors, agents, business partners, or persons who make a booking on your behalf. We may also receive information from anyone authorised to act for you.

Important: We do not seek to collect unnecessary personal data. We do not intentionally collect special category data unless you choose to share it and it is relevant to the service. If such information is provided, we will handle it carefully and only where there is a lawful basis to do so.

3. How we use your personal data

We use personal data for the following purposes:

To provide quotations and respond to enquiries
To manage bookings and provide moving services
To plan routes, logistics, and staffing
To issue invoices, process payments, and manage accounts
To communicate with you before, during, and after the service
To handle complaints, claims, disputes, or service issues
To maintain business records and legal compliance
To improve service quality, operations, and customer experience
To prevent fraud, misuse, or unlawful activity

We only use personal data for purposes that are compatible with the original reason it was collected, or where otherwise permitted by law.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for every activity involving personal data. Depending on the situation, we rely on one or more of the following legal bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you, including providing moving services, preparing quotations, managing bookings, and collecting payment.

Legal obligation

We may process personal data where required to comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

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

Consent

In some circumstances, we may rely on your consent, for example where it is appropriate for certain types of marketing or optional communications. Where consent is used, you may withdraw it at any time.

5. Retention of personal data

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of information and the reason for processing.

Quotation and enquiry records are generally kept for a limited period to manage follow-up and service history
Booking, invoice, and payment records may be retained for the period required under tax and accounting rules
Correspondence and complaint records may be kept to resolve issues and demonstrate compliance
Insurance or claim-related information may be retained for as long as needed to address legal or contractual matters

When personal data is no longer needed, we will securely delete, anonymise, or archive it where appropriate. Retention decisions are based on necessity, legal requirements, and our legitimate business needs.

6. Processors and third parties

We may use trusted third parties, known as data processors, to help us operate our business and deliver services. These processors only act on our instructions and are required to protect your personal data.

Examples of processors and third parties may include:

Payment service providers for secure payment processing
Accounting and bookkeeping providers for financial administration
IT, cloud storage, and software providers for secure data handling
Communication services for email, messaging, and booking updates
Insurance providers where claim handling or cover is required
Subcontractors or operational partners assisting with service delivery

We may also disclose data where required by law, court order, or a lawful request from a public authority. We do not sell personal data.

7. Data sharing and transfers

We share personal data only when necessary and only with parties who have a valid reason to receive it. Where a third party processes data on our behalf, we take reasonable steps to ensure appropriate safeguards are in place.

If personal data is transferred outside the UK, we will ensure appropriate protection measures are used, such as adequacy regulations, contractual safeguards, or other legally recognised transfer mechanisms.

8. Security of personal data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and limited retention practices.

While we work to protect your data, no system can be guaranteed completely secure. If a data breach affecting your personal data occurs, we will act in accordance with legal requirements.

9. Your rights under GDPR

You have rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request.

Your rights may include:

Right of access ??? to request a copy of the personal data we hold about you
Right to rectification ??? to correct inaccurate or incomplete data
Right to erasure ??? to request deletion of data in certain circumstances
Right to restriction ??? to limit how we process your data in some situations
Right to data portability ??? to receive certain data in a structured format where applicable
Right to object ??? to object to processing based on legitimate interests or direct marketing
Right to withdraw consent ??? where processing is based on consent

These rights are not absolute. In some cases, legal obligations or legitimate business needs may allow us to continue processing data despite a request.

10. Children???s data

Our services are generally intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided incidentally in connection with a service booking or household move and is necessary for the service. If we become aware that we have collected data unlawfully or without a valid reason, we will take appropriate steps to delete it.

11. Marketing preferences

We may send service-related messages where necessary for bookings, updates, or administration. We will only send optional marketing communications where permitted by law. You can object to marketing at any time. Where consent is required, we will rely on consent before sending such communications.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practice, or service operations. The latest version will apply to all Man With Van Kingston customers in the area from the date it is published or otherwise made available.

13. Summary of key principles

Lawfulness ??? personal data is processed on a valid legal basis
Fairness and transparency ??? data handling is explained clearly
Purpose limitation ??? data is used only for legitimate service-related purposes
Data minimisation ??? only necessary data is collected
Accuracy ??? reasonable steps are taken to keep data correct
Storage limitation ??? data is retained only as long as needed
Integrity and confidentiality ??? appropriate security measures are used

By using our services, you confirm that you have read and understood this Privacy Policy.