Privacy Policy - Man And Van Kingston Upon Thames

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Man And Van Kingston Upon Thames. It applies to all customers in the Kingston upon Thames area who use our moving, transport, packing, delivery, and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to anyone who:

Requests a quote or books a service with Man And Van Kingston Upon Thames
Communicates with us by phone, email, online forms, or in person
Uses our moving, delivery, loading, unloading, or storage-related services
Acts on behalf of a customer, such as a business contact, landlord, tenant, or property manager

By using our services in Kingston upon Thames and surrounding local areas, you acknowledge that your data will be handled in accordance with this policy.

2. Data We Collect

We collect only the personal data necessary to provide our services, manage bookings, and meet legal and operational obligations. The types of data we may collect include:

Information you provide directly

Identity details such as your name
Contact details such as telephone number and email address
Service details such as pickup and drop-off addresses, preferred dates, item descriptions, access requirements, and instructions
Billing information where needed for invoicing and payment processing
Communications such as messages, complaints, enquiries, and service feedback

Information collected automatically

Basic technical information when you contact us electronically, such as device type or general usage data
Records of correspondence and booking activity

Special category data

We do not usually seek special category data, such as health information, racial or ethnic origin, religious beliefs, or political opinions. However, if such information is voluntarily disclosed and is necessary to accommodate a service request, we will process it only where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and manage bookings
To plan, deliver, and complete moving or transport services
To communicate with customers about schedules, access details, and service updates
To issue invoices, collect payments, and handle refunds where applicable
To respond to enquiries, complaints, and claims
To maintain internal records and service quality
To comply with tax, accounting, insurance, and other legal obligations
To protect our business, staff, and customers from fraud, misuse, or unlawful activity

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose allowed by law.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every use of personal data. We rely on the following grounds:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, completing the service, and handling payment-related matters.

Legitimate interests

We may process data where it is in our legitimate interests to do so, provided those interests are not overridden by your rights and freedoms. Examples include managing business operations, improving services, preventing fraud, maintaining records, and handling customer communication.

Legal obligation

We may process data when needed to comply with legal requirements such as accounting, tax, insurance, or regulatory obligations.

Consent

Where required by law, we will rely on your consent. If we ask for consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We do not sell personal data. We may share personal data with trusted third parties, known as processors or service providers, where necessary to deliver our services or operate our business. These may include:

Payment processors to handle card or online payments
Accounting or bookkeeping providers to manage invoices and financial records
IT and communication providers to store information, manage email, or support business systems
Professional advisers such as insurers, accountants, or legal advisers
Subcontractors or drivers where required to complete a booked service

All processors are required to handle personal data securely and only on our instructions, subject to appropriate contractual safeguards. We may also disclose data if required by law, by a court order, or to protect the rights, property, or safety of our business, customers, staff, or the public.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting, and reporting requirements.

Booking and service records are typically retained for a period appropriate to business, tax, and dispute-resolution needs
Financial records may be retained for the period required by law
Communication records may be retained for customer service, evidence, and complaint handling purposes

When data is no longer needed, we will securely delete, anonymise, or destroy it. Retention periods may vary depending on the type of data and the legal obligation involved.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

While we work hard to protect your information, no method of transmission or storage is entirely secure. We therefore cannot guarantee absolute security, but we aim to reduce risk as far as reasonably possible.

8. Your Rights Under GDPR

You have rights in relation to your personal data. Subject to applicable legal conditions, these may include:

The right to be informed about how your data is used
The right of access to request a copy of your personal data
The right to rectification to correct inaccurate or incomplete data
The right to erasure in certain circumstances
The right to restrict processing in certain circumstances
The right to data portability for data processed by automated means under contract or consent
The right to object to processing based on legitimate interests or direct marketing
Rights relating to automated decision-making, where applicable

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted.

9. Marketing Preferences

We will only send marketing communications where allowed by law. If we rely on consent, you may opt out at any time. If you object to marketing, we will stop using your data for that purpose as soon as reasonably possible. You may still receive service-related messages that are necessary to complete a booking or comply with legal obligations.

10. Cookies and Online Data

If you contact us through digital channels, limited technical data may be collected automatically for security and functionality purposes. Any cookies or similar technologies used would be limited to what is necessary or otherwise managed in line with legal requirements. Where consent is required, it will be requested before non-essential cookies are used.

11. International Transfers

Where any processor or system stores data outside the UK, we will ensure that appropriate safeguards are in place so your personal data remains protected to the standard required by UK data protection law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply to all current and future customers of Man And Van Kingston Upon Thames in the area. We encourage you to review it periodically to stay informed.

13. Summary of Your Rights and Our Commitments

In summary, we aim to collect only the personal data needed to provide moving and transport services, use it lawfully, keep it secure, share it only with appropriate processors, and retain it only as long as necessary. We respect your privacy and are committed to processing your data transparently, fairly, and in accordance with your rights.

By using Man And Van Kingston Upon Thames services, you agree that this Privacy Policy applies to you as a customer in the Kingston upon Thames area.