Man with Van Kingston Privacy Policy
This Privacy Policy explains how Man with Van Kingston collects, uses, stores, and protects personal data relating to customers and prospective customers in the Kingston area. It sets out your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van Kingston to customers in the area, whether you contact us online, by phone, or in person.
Data Controller
For the purposes of applicable data protection laws, Man with Van Kingston is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed in connection with our services.
Personal Data We Collect
We may collect and process the following categories of personal data when you use our services or communicate with us:
Identification and contact details such as your name, address, collection and delivery addresses, and preferred method of contact.
Communication details such as the content of emails, messages, and telephone conversations relevant to your booking or enquiry, including any feedback or complaints.
Booking and service information such as requested dates and times, nature and size of the move, property access information, inventory descriptions, and any special instructions related to your move.
Billing and payment information such as payment status, invoices, and amounts paid. We do not store full payment card details; where payment is processed through a payment provider, that provider will process card details on our behalf as a separate controller or processor.
Technical and usage information such as basic device or browser information and records of your interactions with our website or online booking tools, where applicable, for example pages visited, date and time of access, and general location derived from your IP address.
How We Collect Your Data
We collect personal data directly from you when you contact us for a quotation, make a booking, request information, or provide feedback. This may be done by phone, through online forms, by email, or in person.
We may also receive personal data from third parties where necessary to carry out a booking for you, for example where an estate agent, landlord, or another person involved in your move provides us with relevant contact or access details on your behalf. In such cases, we take steps to ensure that these third parties are authorised to share that information with us.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis to do so under data protection laws. Depending on the specific processing, we rely on one or more of the following lawful bases:
Contractual necessity: We process your data where it is necessary to enter into or perform a contract with you, such as when providing quotations, confirming your booking, carrying out your move, communicating about your service, and handling payments.
Legitimate interests: We process your data based on our legitimate interests, provided these are not overridden by your rights. These interests include managing our relationship with customers, improving our services, ensuring the security of our operations, handling queries, and maintaining business records.
Legal obligation: We process personal data where necessary to comply with our legal obligations, such as record-keeping, accounting, and responding to lawful requests from public authorities.
Consent: In limited cases, we may rely on your consent, for example where we wish to send you certain types of direct marketing communications that you have opted in to receive. Where processing is based on consent, you may withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide our services, including giving quotations, confirming and managing bookings, planning routes, carrying out moves, and delivering items to the agreed destination.
To communicate with you, including sending booking confirmations, updates about your move, service notifications, and responses to any queries or complaints.
To manage billing and payments, including issuing invoices, processing payments through our chosen payment providers, and maintaining financial records.
To improve and manage our business, including customer service training, performance monitoring, and developing our services and pricing structures.
To ensure safety and security, including verifying addresses and access details, and protecting our staff, vehicles, and equipment.
To comply with legal and regulatory requirements, including tax and accounting obligations and any requirements imposed by competent authorities.
Data Sharing and Processors
We may share your personal data with third parties where necessary for the above purposes and in accordance with data protection laws. These third parties may include:
Service providers acting as data processors who provide services to us such as payment processing, customer relationship management systems, secure data storage, IT support, and accounting services. These processors act only on our instructions and are contractually bound to protect your data.
Professional advisers such as accountants, auditors, or legal advisers where necessary to obtain professional advice or comply with legal obligations.
Courts, law enforcement bodies, or other authorities where we are required to share data to comply with legal obligations, protect our rights, or respond to lawful requests.
We do not sell your personal data to third parties. Where we use data processors outside the United Kingdom or the European Economic Area, we take appropriate steps to ensure that your data is protected, including the use of standard contractual clauses or other recognised safeguard mechanisms where required.
Data Retention
We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected and to comply with legal, accounting, or reporting requirements.
Customer and booking records are generally kept for a period necessary to manage our relationship with you, handle any disputes or queries, and meet tax and accounting obligations. After the applicable retention period expires, personal data is securely deleted or anonymised so that it can no longer be linked to an identifiable individual.
Where you have given consent for specific marketing communications, we will retain your contact details for this purpose until you withdraw your consent or object to further communications.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but we will always respond to any request you make in accordance with the law. Your rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with certain additional information.
Right to rectification: You have the right to request that inaccurate or incomplete personal data about you is corrected or completed.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: You have the right to request that we restrict the processing of your data in certain situations, for example while we verify its accuracy or assess an objection you have raised.
Right to data portability: In some 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 transfer it to another controller where technically feasible.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling, on grounds relating to your particular situation. You also have an absolute right to object to direct marketing.
Right to withdraw consent: Where we rely on your consent for processing, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can address your concerns directly.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include limiting access to personal data to staff and service providers who need it to perform their duties, using secure systems and storage, and regularly reviewing our security practices. While we take reasonable steps to protect your information, no system can be guaranteed as completely secure.
Children's Privacy
Our services are not directed at children, and we do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent or legal basis, we will take steps to delete that information as soon as reasonably possible.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make material changes, we will take reasonable steps to inform you, for example by updating the date of the policy and making the revised version available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
