Man With a Van Kingston upon Thames Privacy Policy

This Privacy Policy explains how Man With a Van Kingston upon Thames collects, uses, stores and shares personal data when providing services to customers in Kingston upon Thames and the surrounding area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all customers and prospective customers of Man With a Van Kingston upon Thames within the local service area, including anyone who contacts us to request a quote, make a booking, or otherwise engage with our services.

Data Controller

For the purposes of data protection law, Man With a Van Kingston upon Thames is the data controller in relation to the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you use our services in Kingston upon Thames and surrounding locations.

Personal Data We Collect

We collect and process different types of personal data, depending on how you interact with us and which services you use. The types of data we may collect include:

Identification details such as your name and, where relevant, the name of your business or organisation if you are booking on behalf of a company.

Contact details such as your postal address, collection and delivery addresses, area or locality, and other relevant address details. We also collect contact information such as your preferred communication method so that we can manage your booking and any follow-up communication.

Booking and service information including dates and times of your move or transport service, inventory details or descriptions of items to be moved, access details for properties, and any special instructions required to carry out the service.

Payment-related information such as payment status, amounts, and methods used. We do not seek to store full payment card details when payments are processed through secure third-party payment providers.

Communication records including information you provide when you contact us by phone, through forms, or by other communication channels, such as enquiries, complaints, feedback, and any follow-up we provide.

Technical and usage information where applicable, such as basic information about how you visit or use our online information pages, including the date and time of access and basic device or browser information, to help us maintain and improve our services.

How We Use Your Personal Data

We use your personal data only for specified, explicit and legitimate purposes and do not process it in ways incompatible with those purposes. The main purposes include:

Providing and managing services such as processing your enquiries, giving quotations, confirming bookings, planning routes, and delivering man and van services in Kingston upon Thames and nearby areas.

Customer communication including responding to your messages, sending confirmations, updates, or reminders about your booking, and contacting you about any issues that may affect your move or collection.

Billing and payments including preparing invoices, processing payments through secure payment systems, handling refunds where necessary, and maintaining appropriate financial records for accounting and audit purposes.

Service improvement such as reviewing how our services are used, analysing feedback, and enhancing our processes, customer support, and operational efficiency within the local area.

Legal and regulatory compliance including meeting our obligations under tax, accounting, and transportation laws, and responding to lawful requests from public authorities where required.

Lawful Basis for Processing

We rely on one or more of the following lawful bases under data protection law to process your personal data:

Contractual necessity: we process personal data that is necessary to enter into and perform a contract with you, such as taking bookings, providing quotations, carrying out the move, and managing payment and invoicing.

Legitimate interests: we process personal data as necessary to pursue our legitimate interests, provided your interests and fundamental rights do not override those interests. This may include managing our day-to-day operations, improving services, maintaining security, and handling customer queries or complaints.

Legal obligation: we process personal data where this is necessary to comply with legal obligations, such as record-keeping, tax, and accounting rules, or responding to lawful requests from authorities.

Consent: in limited situations, we may rely on your consent, for example if we wish to send you certain types of optional marketing communications. Where processing is based on consent, you may withdraw your consent at any time, and we will stop the relevant processing.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.

In practice, this generally means we keep booking and service records, including your contact details and basic job information, for a period that allows us to handle follow-up enquiries, complaints or disputes and meet our legal obligations for financial records. After this period, data that is no longer required will be securely deleted, anonymised or otherwise removed from our active systems.

The exact retention periods may vary depending on the type of data, the nature of our relationship with you, and applicable legal requirements. We review our retention periods regularly to ensure they remain appropriate.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include:

IT and hosting providers that support our booking, communication, and data storage systems.

Payment service providers that process payments securely on our behalf.

Professional advisers such as accountants or consultants where necessary for our legitimate business and compliance needs.

These processors are only permitted to process your personal data in accordance with our instructions, for the specific purposes described in this Privacy Policy, and subject to appropriate contractual safeguards and security measures.

We may also need to share your personal data with other third parties acting as independent data controllers where required by law, in connection with legal proceedings, to protect our rights, or where you have explicitly requested or consented to such sharing.

International Data Transfers

Where any of our service providers or data processors are located outside the United Kingdom, we take steps to ensure that your personal data is protected with appropriate safeguards. These may include using standard contractual clauses or ensuring that the recipient is located in a country that has been recognised as providing an adequate level of data protection.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. Measures may include access controls, secure storage, appropriate encryption or pseudonymisation where suitable, staff training, and regular reviews of our security practices.

While we take reasonable care to protect your personal data, no system can be completely secure. You are encouraged to take your own precautions when sharing information and communicating with us.

Your Data Protection Rights

Under data protection law, and subject to certain conditions and exemptions, you have a number of rights in relation to your personal data. These rights apply to personal data processed by Man With a Van Kingston upon Thames for customers in Kingston upon Thames and the surrounding area. Your rights include:

Right of access: you can request confirmation as to whether we process your personal data and obtain a copy of your personal data, together with certain information about how it is used.

Right to rectification: you can ask us to correct inaccurate personal data or complete any incomplete information we hold about you.

Right to erasure: in certain circumstances you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and no other legal basis applies.

Right to restriction of processing: in some situations you may request that we restrict the processing of your personal data, such as while we verify the accuracy of the data or consider an objection you have raised.

Right to object: you may object to processing that is based on our legitimate interests, including profiling related to those interests. We will stop processing your data unless we have compelling legitimate grounds that override your interests, rights and freedoms, or we need the data for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine-readable format, and have it transmitted to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent for any processing, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how your personal data is handled. We encourage you to contact us first so that we can seek to resolve any concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply to all ongoing and new interactions with Man With a Van Kingston upon Thames customers in the area from the date it is made available.

We recommend that you review this Privacy Policy periodically so that you remain informed about how we protect your personal data.