Privacy Policy

Man and Van Kingston upon Thames Privacy Policy

This Privacy Policy explains how Man and Van Kingston upon Thames collects, uses, stores, and protects personal data relating to our customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man and Van Kingston upon Thames customers and service users within Kingston upon Thames and the surrounding area.

Who We Are

Man and Van Kingston upon Thames is a removals and transportation service provider operating in Kingston upon Thames and nearby locations. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identity and contact details, such as your full name, address, service address, billing address, and general location information relevant to your move or delivery.

Contact preferences and communication details, such as your preferred contact method and records of communications with us, including enquiries, quotations, bookings, and feedback.

Service related information, such as details of the services you request, collection and delivery locations, property access information that you choose to share, and any special instructions relevant to the safe completion of the service.

Payment and transaction data, such as amounts paid, dates of payment, and payment method used. We do not store full card details where payments are processed through third party payment providers.

Technical and usage data, such as information about how you use our website or online contact forms, including date and time of access and the pages visited. This may be collected using cookies or similar technologies, where permitted by law and your browser settings.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback about our services. This may be by telephone, through an online form, or in writing.

We may also collect personal data when you interact with our website, including through basic analytics that help us understand how visitors use our site. Where we use optional cookies, we will obtain your consent where required by law.

Lawful Basis for Processing

We will only process your personal data when we have a lawful basis to do so under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:

Performance of a contract. We process personal data in order to provide our services, including to supply quotations, manage bookings, carry out moves and deliveries, and handle payments and billing.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. These interests include managing and improving our services, handling enquiries, preventing fraud, and maintaining accurate records.

Legal obligations. We may process personal data where necessary to comply with legal or regulatory obligations, such as tax and accounting requirements.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of marketing communications or non essential cookies. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotations, plan and deliver our man and van services, and manage your bookings and any follow up support.

To communicate with you about your enquiries, bookings, scheduling, access requirements, and any changes to our services.

To process payments, issue invoices, and maintain accurate financial and transaction records.

To manage our relationship with you, including handling complaints, disputes, and feedback.

To operate, maintain, and improve our website, services, and business processes.

To satisfy legal, accounting, and regulatory obligations that apply to our business.

Sharing Your Personal Data

We may share your personal data with third parties where necessary for the purposes described in this policy and in accordance with data protection law.

Service providers. We may use trusted third party processors to support our operations, such as providers of payment processing, email and communication tools, website hosting, data storage, and business administration systems. These processors may only use your personal data on our instructions and are required to keep it secure.

Professional advisers. We may share personal data with professional advisers such as accountants, insurers, or legal advisers where reasonably necessary for the management and protection of our business.

Authorities and other parties. We may disclose personal data where required by law, court order, or regulatory requirement, or where necessary to establish, exercise, or defend legal claims.

We do not sell your personal data to third parties.

International Transfers

If any of our third party processors store or process personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law. These safeguards may include the use of approved standard contractual clauses or reliance on an adequacy decision.

Data Retention

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

In general, we retain customer and transaction records for a period required under tax and accounting laws. Enquiry and quotation data may be retained for a reasonable period to allow us to respond to follow up questions or repeat instructions.

When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or destruction. These measures may include access controls, secure storage, and reasonable precautions in our internal processes.

While we take reasonable steps to safeguard your personal data, no system can be completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.

Right of access. You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.

Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data.

Right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations.

Right to data portability. In some cases, you may have the right to receive your personal data in a structured, commonly used, and machine readable format and to transmit it to another controller.

Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis.

Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the contact details published on our website or other official materials.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we have handled your personal data. In the United Kingdom, this is the Information Commissioners Office. We would, however, appreciate the opportunity to address your concerns before you contact the authority, so please consider contacting us first.

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. Any changes will be posted on our website with an updated revision date. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all customers and service users of Man and Van Kingston upon Thames in Kingston upon Thames and the surrounding area.