Privacy Policy
Man and a Van Kingston Privacy Policy
This Privacy Policy explains how Man and a Van Kingston collects, uses, stores and protects personal data relating to all our customers in the Kingston area. We are committed to processing your personal information in a fair, transparent and secure manner in accordance with the UK General Data Protection Regulation and applicable data protection laws.
Scope and Data Controller
This Privacy Policy applies to all customers and prospective customers of Man and a Van Kingston in the Kingston area who use our services, make enquiries, or otherwise interact with us. Man and a Van Kingston acts as the data controller for the personal information described in this policy, meaning we determine the purposes and means of processing your personal data.
Types of Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The categories of personal data may include:
Identity data, such as your full name and, where relevant, the name of your business.
Contact data, such as your billing and collection addresses, and other contact details you choose to provide so that we can communicate with you about your booking or enquiry.
Service and booking data, such as details about the services you request, dates and times of moves or collections, property access information, parking details, and any instructions you provide to enable us to carry out your move or transport services.
Payment and transaction data required to process your payments for services, including information about payment methods and transaction history. We do not store full card details when payments are taken through third-party payment processors.
Communication data, including records of correspondence or communications with you, such as when you contact us by phone, through online forms, or via other communication channels.
Technical and usage data, such as basic information arising from your use of our website or online forms, including pages visited and interaction data, where this is collected through necessary and optional cookies or similar technologies.
How We Collect Personal Data
We collect personal data from you directly when you:
Request a quote or make a booking for our services.
Contact us with a question, complaint or feedback.
Provide details necessary for us to complete a move or transport service.
Pay for our services or request an invoice or receipt.
We may also receive limited personal data indirectly where another person books services on your behalf or provides your details as a contact or recipient for the service. In such cases, that person is responsible for ensuring that you are aware of this Privacy Policy.
Lawful Bases for Processing
We process personal data only where we have a valid lawful basis under data protection law. Depending on the purpose, we may rely on the following lawful bases:
Contract. We process personal data to enter into and perform our contract with you. This includes processing your details to provide quotes, confirm bookings, deliver van and moving services, manage payments and handle service-related communications.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. Our legitimate interests include managing our operations, improving our services, keeping records of transactions, responding to general enquiries and protecting our business against fraud or misuse.
Legal obligations. We may process and retain certain personal data to comply with legal and regulatory obligations, such as tax, accounting and record-keeping requirements or obligations to respond to lawful requests from public authorities.
Consent. In limited circumstances, we may rely on your consent, for example, for certain forms of optional marketing or for the use of non-essential cookies. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing before consent was withdrawn.
Purposes for Which We Use Personal Data
We use your personal data for the following purposes:
To provide our services, including arranging and carrying out moves, collections and deliveries, managing bookings and providing customer support.
To communicate with you about your enquiries, bookings, changes to services or relevant service information.
To process payments, issue invoices and receipts and maintain accurate financial records.
To manage our business operations, including scheduling, resource planning, service quality, training and performance monitoring.
To handle complaints, resolve disputes and enforce our terms and conditions.
To meet legal, tax and regulatory obligations and to cooperate with lawful requests from authorities where required.
To protect our rights, property, safety and the safety of our staff, customers and the public, including fraud prevention and misuse prevention.
Data Sharing and Processors
We do not sell your personal data. We may share personal data with trusted third parties who act as data processors on our behalf or as independent data controllers, where necessary for the purposes described in this policy.
Categories of recipients may include:
Service providers who support our business operations, such as payment processors, customer management tools, accounting or administrative service providers and providers of secure data storage and hosting services.
Professional advisers, such as accountants, auditors or legal advisers, where necessary for legitimate business purposes or to obtain professional advice.
Public authorities, law enforcement bodies or regulators, where we are required or permitted by law to disclose personal data, for example to meet legal obligations or respond to lawful requests.
Where third-party service providers act as processors on our behalf, they are required to process your personal data only in accordance with our instructions, to keep it secure and confidential and to comply with applicable data protection laws.
International Transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data receives an adequate level of protection. This may include using standard contractual clauses or equivalent safeguards recognised under data protection law.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements. Retention periods may vary depending on the type of data and the purpose of processing.
Generally, we retain customer records for a period necessary to manage our relationship with you, handle any queries or disputes and meet tax and accounting obligations. Once personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration or destruction. These measures include access controls, secure storage, restricted access to personal data on a need-to-know basis and staff awareness regarding data protection responsibilities.
While we take reasonable steps to protect your personal data, no transmission of information over the internet or other communication channels can be guaranteed as completely secure. You are responsible for ensuring that any personal information you send to us is transmitted securely, where possible.
Your Data Protection Rights
Under data protection law, individuals whose personal data we process have a number of rights. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and receive information about how it is processed.
Request correction of inaccurate or incomplete personal data we hold about you.
Request erasure of your personal data where there is no longer a lawful basis for us to continue processing it.
Object to processing of your personal data where we rely on legitimate interests, and we will stop processing unless we have compelling legitimate grounds to continue.
Request restriction of processing in certain circumstances, for example while we verify the accuracy of your data or consider an objection.
Request the transfer of certain personal data to you or another service provider in a structured, commonly used and machine-readable format, where technically feasible and where the processing is based on consent or contract and carried out by automated means.
Withdraw consent where we rely on your consent for particular processing activities. Withdrawal of consent will not affect the lawfulness of processing before consent was withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights in relation to your dealings with Man and a Van Kingston in the Kingston area, you may contact us using our usual contact methods. We may need to verify your identity before responding to your request in order to protect your privacy and security.
We aim to respond to all valid requests within the timeframes set out in applicable data protection law. In some cases, we may be unable to fully comply with your request, for example where it would infringe the rights of another person or where we are required by law to retain certain information. In such cases, we will explain the reasons for our decision.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that your data protection rights have been infringed.
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 updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data when you use Man and a Van Kingston services in the Kingston area.
