Privacy Policy
Man and a Van Kingston upon Thames Privacy Policy
This Privacy Policy explains how Man and a Van Kingston upon Thames collects, uses, stores, shares, and protects the personal data of its customers and prospective customers in the Kingston upon Thames area. It is intended to provide clear information about your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all individuals who enquire about, book, or receive services from Man and a Van Kingston upon Thames within the Kingston upon Thames area, whether you contact us online, by phone, or in person.
Data Controller
Man and a Van Kingston upon Thames is the data controller in respect of the personal data it collects and processes about you. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with data protection law.
Personal Data We Collect
We collect and process different categories of personal data depending on your interaction with us. This may include:
Identification and contact details such as your name, address, service address, billing address, and general location within Kingston upon Thames.
Contact information such as your preferred contact methods and any other details you choose to provide so we can respond to your enquiries and manage your booking.
Service information such as details of the move or transport required, property access details, dates and times of the service, an inventory or description of items to be moved, and any specific instructions you provide.
Transactional information such as quotes, invoices, payment status, and records of services provided.
Communication records including emails, messages, notes of telephone conversations, and any feedback or complaints you submit.
Technical and usage data such as basic information about how you access any online forms or web pages we operate, which may include IP address, device information, and general usage data, where this is collected.
How We Collect Personal Data
We obtain personal data directly from you when you submit an enquiry, request a quote, make a booking, or otherwise communicate with us. We may also gather additional information during the provision of services, for example when our staff attend your premises or contact you about access arrangements and timing.
In some cases, we may receive your details via a third party who is arranging services on your behalf, such as a relative, landlord, property manager, or commercial partner. Where this happens, we will treat your data in accordance with this Privacy Policy.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contractual necessity. We process your data where it is necessary to take steps at your request prior to entering into a contract, and to perform our contract with you. This includes providing quotes, confirming bookings, scheduling and delivering services, and handling payments.
Legitimate interests. We process certain personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, maintaining accurate records, responding to enquiries, handling complaints, and protecting our business and assets.
Legal obligation. We process some personal data where we are required to do so by law, including for tax, accounting, and record keeping obligations, and to respond to lawful requests from public authorities.
Consent. In limited circumstances, we may rely on your consent, for example where we send certain types of optional marketing communication. Where we rely on consent, you are free to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to your enquiries, provide quotations, and discuss your service requirements.
To set up and manage your booking, schedule our team, and deliver the agreed services at the correct time and location.
To issue invoices, process payments via agreed methods, and maintain financial records.
To communicate with you about changes to your booking, access arrangements, delays, or other operational matters.
To manage customer relationships, handle feedback and complaints, and resolve disputes.
To maintain internal records, conduct analysis to improve our services, and train staff.
To comply with legal, regulatory, and tax obligations and to cooperate with law enforcement or regulatory bodies where required.
Data Sharing and Processors
We do not sell your personal data. However, we may share your data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers and processors. We may use external companies to provide certain services on our behalf, such as payment processing, accounting support, cloud data storage, scheduling tools, or customer management systems. These entities act as data processors and are only permitted to process personal data in accordance with our instructions and for the purposes we specify. They are required to implement appropriate security measures and to protect your data.
Professional advisers. We may share personal data with professional advisers, such as accountants, auditors, legal advisers, or insurers where this is necessary for advice, dispute resolution, or defence of legal claims.
Authorities and regulators. Where required by law, or where necessary to protect our rights, we may disclose personal data to public or regulatory authorities, law enforcement agencies, or courts.
Any such sharing is limited to what is necessary, and we take steps to ensure that appropriate safeguards and confidentiality obligations are in place.
Data Retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.
In general, we keep records relating to quotes, bookings, invoices, and service delivery for a period that allows us to manage our relationship with you, respond to any queries or complaints, and comply with tax and accounting rules. After the relevant retention period has expired, we will securely delete or anonymise your personal data, unless we need to keep it for longer in connection with a legal claim or investigation.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful access, accidental loss, destruction, or damage. These measures include access controls, secure storage arrangements, and limiting personal data access to staff and service providers who have a business need to know it and are subject to confidentiality obligations.
While we take reasonable steps to safeguard your data, no method of transmission or storage is completely secure. You should take care when sending personal information and ensure that any devices or accounts you use to communicate with us are adequately protected.
International Transfers
Our primary operations and data storage are intended to be within the United Kingdom. If we ever need to transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that an adequate level of protection is in place. This may involve using standard data protection clauses approved by relevant authorities or relying on other safeguards permitted by law.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These may include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used.
Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.
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. You can ask us to restrict the processing of your data in certain situations, such as while we are verifying its accuracy or assessing an objection.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, and we will consider whether our interests are overridden by your rights and freedoms.
Right to data portability. In some cases, you can ask to receive your personal data in a structured, commonly used, machine readable format, and to transmit it to another controller where this is technically feasible.
Where we rely on consent as the lawful basis for processing, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
How This Policy Applies to Customers in Kingston upon Thames
This Privacy Policy applies to all Man and a Van Kingston upon Thames customers and prospective customers located in or receiving services in the Kingston upon Thames area. By engaging with our services or submitting your personal data to us, you acknowledge that your data will be processed in accordance with this Privacy Policy.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any changes will take effect when the updated version is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we process your personal data.
If you have questions about how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our main customer information materials.
