Privacy Policy - Man With A Van Kingstonuponthames

Man With A Van Kingstonuponthames is committed to protecting the privacy of all customers, prospective customers, and website visitors in the Kingston upon Thames area and surrounding local service area. This Privacy Policy explains how personal data is collected, used, stored, shared, and protected when you enquire about, book, or receive our moving and van services. It applies to all Man With A Van Kingstonuponthames customers in the area, whether you contact us by phone, email, online form, message, or in person.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to be clear, fair, and transparent about what information we use and why.

1. Who We Are

For the purposes of data protection law, Man With A Van Kingstonuponthames acts as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used in connection with our services.

We take privacy seriously and only process data that is relevant, necessary, and proportionate to providing moving, collection, delivery, and related logistics services.

2. What Personal Data We Collect

We may collect the following categories of personal data depending on the service requested and how you interact with us:

Identity details such as your name and title
Contact details such as phone number, email address, and postal address
Booking and service details such as pickup and delivery locations, move dates, access information, item lists, and service notes
Billing information such as invoice details, payment status, and transaction references
Communication records such as emails, call notes, text messages, or enquiry forms
Technical data if you interact with digital systems, such as IP address, browser type, and device information
Special instructions that may be required for completing a move safely and efficiently

We do not intentionally collect more personal information than is necessary to provide our services. If you choose to provide additional details, we will only use them where relevant to your enquiry or booking.

3. How We Collect Your Data

Personal data may be collected directly from you when you:

make an enquiry about our services
request a quotation or booking
communicate with us before, during, or after a service
provide instructions relating to access, items, or delivery requirements
make a payment or request an invoice

We may also receive data from third parties where necessary, such as a person booking on your behalf, a business client organising a relocation, or another service provider supporting the move.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the circumstances, our lawful bases may include:

Contract – to provide a quotation, make a booking, perform the moving service, process payment, and manage the service relationship
Legitimate interests – to manage our business, respond to enquiries, improve service quality, prevent misuse, and keep appropriate internal records
Legal obligation – to comply with tax, accounting, insurance, and regulatory requirements
Consent – where we rely on your permission for a specific optional activity, such as certain marketing communications

Where we rely on legitimate interests, we ensure that our interests do not override your rights and freedoms. Where consent is used, you may withdraw it at any time.

5. How We Use Personal Data

We use your personal data for the following purposes:

to provide quotes and estimate service requirements
to arrange and complete removals, collections, and deliveries
to communicate about bookings, timing, access, and service changes
to prepare invoices, process payments, and manage accounts
to handle complaints, disputes, or service queries
to maintain internal records and service history
to meet legal, tax, and insurance obligations
to improve our operations, planning, and customer experience

We do not use personal data in a way that is incompatible with the purposes explained in this Policy.

6. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties who help us deliver our services. These may include processors acting on our instructions, such as:

IT and communications providers who support email, storage, scheduling, or customer management systems
Payment service providers who handle secure payment processing
Accounting and bookkeeping providers who assist with invoices, tax records, and financial administration
Insurance providers or claims handlers where needed to manage risk or resolve claims
Professional advisers such as legal or financial advisers

We require processors to handle personal data securely, to use it only for authorised purposes, and to comply with data protection law. We do not sell personal data. We do not share data for unrelated advertising purposes.

International Transfers

Where any processor stores or accesses data outside the UK, we will take appropriate safeguards to protect your information. These safeguards may include approved contractual protections and security measures required by law.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for service delivery, customer support, legal compliance, and record-keeping. Retention periods depend on the type of data and the reason it is held.

Booking and service records may be retained for a reasonable period after completion to manage queries or disputes
Financial and tax records are retained in line with legal and accounting requirements
Communication records are kept as needed to document decisions, requests, or service issues
Marketing preferences are retained only while necessary to respect your choices

When data is no longer required, it will be securely deleted, anonymised, or archived in a form that no longer identifies you, where appropriate.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, or alteration. These measures are designed to reflect the nature of the data and the risks involved.

No system is completely risk-free, but we work to ensure personal data is handled responsibly and only accessed by people who need it for legitimate business purposes.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limits and exemptions, you may have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete data
Erase your personal data in certain circumstances
Restrict processing in certain situations
Object to processing based on legitimate interests or direct marketing
Data portability for data you have provided to us, where applicable
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 data protection authority.

10. Marketing Preferences

If we send you optional marketing communications, we will do so only where permitted by law. You can choose not to receive marketing at any time. We will always respect your communication preferences and will not use your personal data for marketing in a way that is unfair or intrusive.

11. Children’s Data

Our services are intended for adults arranging moving and van services. We do not knowingly collect personal data from children for marketing purposes. Where family or household details are provided as part of a service booking, they are processed only to the extent necessary to complete the requested service safely and properly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is issued. We encourage customers to review this Policy periodically so they remain informed about how their personal data is protected.

13. Summary of Key Principles

Man With A Van Kingstonuponthames follows these core privacy principles:

we collect only the data needed to provide our services
we use data only for clear and lawful purposes
we share data only with trusted processors when necessary
we keep data no longer than required
we respect your rights and privacy choices

This Privacy Policy is intended to provide a clear explanation of how we handle personal data for customers across Kingston upon Thames and the surrounding area. By using our services, you acknowledge that your personal information may be processed as described above and that such processing is carried out in line with applicable data protection law.