Privacy Policy – Man And A Van Kingston

This Privacy Policy explains how Man And A Van Kingston collects, uses, stores, shares, and protects personal data when providing moving, courier, and related transport services. It applies to all Man And A Van Kingston customers in the area, including individuals who request a quote, make a booking, receive a service, or communicate with us in connection with our services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Man And A Van Kingston acts as the data controller for the personal data we collect and process in the course of operating our services. This means we determine the purposes and means of processing personal data when arranging and delivering removals, collection and delivery services, furniture transport, and other related tasks.

We take privacy seriously and aim to collect only the information that is necessary for managing enquiries, fulfilling bookings, improving service quality, meeting legal obligations, and maintaining accurate business records.

2. Information we collect

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

Identity information such as your name and any business or household contact details you provide.
Contact information such as address details, email address, and telephone number.
Service information relating to your moving or transport requirements, including locations, dates, access details, item descriptions, and special handling instructions.
Payment information where needed to process payments, issue invoices, or manage refunds.
Communication records including emails, messages, notes from calls, and other correspondence.
Technical information limited to basic website or device data if you interact with our online services, where applicable.
Complaint or claim information if you report a problem, damage, delay, or other service issue.

We generally do not seek to collect special category data. However, if you voluntarily provide information that may reveal health conditions, access needs, or other sensitive details relevant to safe service delivery, we will process it only where necessary and with appropriate safeguards.

3. How we use your data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule, manage, and complete removals and transport services;
to communicate with you about bookings, arrival times, delays, or service changes;
to process payments and maintain financial records;
to handle complaints, insurance matters, or service disputes;
to improve service quality, training, and operational efficiency;
to comply with legal, tax, accounting, and regulatory obligations;
to maintain appropriate security and prevent fraud or misuse.

We only use your personal data where we have a valid reason to do so and where the use is compatible with the original purpose for which it was collected.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for processing personal data. Man And A Van Kingston relies on the following lawful bases:

Contract – processing is necessary to provide a quote, accept a booking, perform the moving or transport service, and manage related arrangements.
Legal obligation – processing is necessary to comply with tax, accounting, insurance, and other legal requirements.
Legitimate interests – processing is necessary for our legitimate business interests, such as improving our services, handling customer enquiries, maintaining records, preventing fraud, and protecting our operations, provided these interests do not override your rights and freedoms.
Consent – where required, for example if we process optional information that is not necessary for the service or if specific consent is needed for a particular activity.

Where we rely on consent, you may withdraw it at any time. This will not affect processing carried out before the withdrawal.

5. Sharing your information

We may share personal data with trusted third parties where necessary to operate our business and deliver our services. These third parties may include:

payment service providers;
accountants and bookkeeping providers;
IT and data storage providers;
insurance providers or claims handlers;
professional advisers such as legal advisers;
subcontractors or operational partners involved in fulfilling your service.

We require processors and other third parties to handle personal data securely, only in accordance with our instructions, and in line with data protection law. We do not sell personal data.

6. Processors and data security

When we use third-party service providers to process data on our behalf, they act as processors. They may only use your personal data to provide the services we have instructed them to perform. We take appropriate steps to assess processor reliability and to ensure suitable contractual protections are in place.

We use technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and regular review of our data handling practices. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the nature of the data we process.

7. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period may vary depending on the type of data and the reason for processing.

For example, booking and invoice records may need to be retained for several years to meet tax and business compliance obligations. Enquiry data that does not lead to a booking may be kept only for a shorter period. Complaint or claims records may be kept for as long as necessary to resolve the matter and manage any related legal obligations.

When personal data is no longer needed, we will delete, anonymise, or securely dispose of it.

8. Your rights

Under data protection law, you have rights in relation to your personal data. These rights may include:

Access – the right to request a copy of the personal data we hold about you.
Rectification – the right to ask us to correct inaccurate or incomplete data.
Erasure – the right to request deletion of your data in certain circumstances.
Restriction – the right to ask us to limit how we use your data in certain situations.
Data portability – the right to receive certain data in a structured, commonly used format and to request transfer to another controller where applicable.
Objection – the right to object to processing based on legitimate interests or direct marketing where applicable.
Withdraw consent – where processing is based on consent, the right to withdraw it at any time.

You also have the right to raise a concern with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement and provided by an adult customer or guardian. If we become aware that we have collected such data inappropriately, we will take reasonable steps to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. The latest version will apply to the personal data we hold. We encourage customers to review this policy periodically so they remain informed about how we protect their information.

11. Summary of our approach

Man And A Van Kingston is committed to using personal data responsibly, transparently, and securely. We collect only what is needed, rely on appropriate lawful bases, keep data only as long as necessary, use trusted processors, and respect the rights of every customer in our service area. Our goal is to provide a reliable moving service while protecting your privacy at every stage.

By using our services, you acknowledge that this Privacy Policy applies to your personal data as processed by Man And A Van Kingston in connection with services provided to customers in the area.