Man with Van Kingston upon Thames Privacy Policy
This Privacy Policy explains how Man with Van Kingston upon Thames collects, uses, stores, and protects personal data relating to our services. It applies to all Man with Van Kingston upon Thames customers and prospective customers within the Kingston upon Thames area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with our services.
We are committed to handling your personal data lawfully, fairly, and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Data Controller
For the purposes of data protection law, Man with Van Kingston upon Thames is the data controller in respect of the personal data we collect and process about you in connection with our services in the Kingston upon Thames area.
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: name, address, pick-up and drop-off locations, billing address, and any other address details you provide.
Communication details: information you provide when you contact us, request a quote, make an enquiry, or provide feedback, including the content of messages and your preferred contact method.
Booking and service information: details of your requested or completed moves and transport services, including dates and times, item descriptions where relevant, access information, and any special instructions you provide.
Payment and transaction data: information relating to payments for our services, such as amount paid, payment method type, and transaction details. We do not store full payment card details; any card processing is carried out by secure payment processors acting on our behalf.
Technical and usage information: limited information generated when you visit our website or interact with our online forms, such as IP address, device and browser type, and basic analytics data, where this is collected.
Any other information you choose to provide: for example, if you voluntarily share additional details to help us deliver the service safely and efficiently.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis to do so. Depending on the context, we rely on one or more of the following legal grounds:
Contract: to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, delivering removal and transport services, processing payments, and communicating with you about your booking.
Legal obligation: to comply with legal and regulatory requirements, such as accounting, tax, and record-keeping obligations.
Legitimate interests: to pursue our legitimate business interests, provided these are not overridden by your rights and interests. This may include managing our relationship with you, responding to enquiries and complaints, improving our services, ensuring site and vehicle security, and maintaining business records.
Consent: where required, for example for certain types of marketing or where we use optional cookies or similar technologies. Where 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 quotes, arrange, and deliver man and van services in the Kingston upon Thames area and surrounding locations.
To manage bookings, scheduling, and logistics, including communicating with you about arrival times, access, and any changes to your booking.
To process payments, issue invoices or receipts, and manage any refunds or adjustments.
To respond to your questions, requests, and complaints, and to provide ongoing customer support.
To maintain business and financial records, comply with legal obligations, and manage potential disputes.
To improve our services, including reviewing feedback, monitoring service quality, and analysing basic usage trends.
To send service-related communications and, where permitted and subject to your preferences, to inform you of related services that may be of interest to you.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties where necessary to provide our services or comply with our legal obligations. These third parties act as data processors or, in some cases, as independent controllers.
Categories of recipients may include:
Payment processing providers who handle card payments and other transactions securely on our behalf.
IT and hosting providers who support our website, email, and data storage systems.
Professional advisers such as accountants or legal advisers, where necessary for business, legal, or compliance purposes.
Regulatory authorities, law enforcement bodies, or courts where we are required to do so by law or to protect our rights or the rights of others.
Where we use data processors, they process your personal data only on our instructions, are subject to confidentiality obligations, and must implement appropriate technical and organisational measures to protect your data.
International Transfers
Where any of our service providers are located outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection laws. These safeguards may include the use of standard contractual clauses or reliance on an adequacy decision, where applicable.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including to provide our services, meet legal, accounting, or reporting requirements, and resolve any disputes.
In general, we retain core booking, invoicing, and transaction records for a period required by tax and accounting laws. Enquiries and communication records may be retained for a shorter period, unless they form part of a booking record or are needed for ongoing issues or disputes.
When personal data is no longer required, we will securely delete or anonymise it, unless we are required by law to retain it for a longer period.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Kingston upon Thames customers in the Kingston upon Thames area, subject to certain legal limitations and conditions.
Right of access: you can request confirmation that we process your personal data and obtain a copy of the data we hold about you, along with information about how we use it.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data 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 there is no other legal basis for processing.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our use of it.
Right to data portability: where processing is based on your consent or on a contract and is 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 object: you can object at any time to our processing of your personal data where we rely on legitimate interests, including any direct marketing. We will stop processing your data for such purposes unless we have compelling legitimate grounds to continue.
Rights relating to automated decision-making: we do not carry out solely automated decision-making that produces legal or similarly significant effects on you in the context of our man and van services.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to those who need it for business purposes and using suitable processes and safeguards in our IT systems and physical records.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply to all Man with Van Kingston upon Thames customers in the Kingston upon Thames area from the date it is made available.
Contact and Complaints
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our website or booking materials.
You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve your concerns directly.
