Privacy Policy - Man And Van Kingston

This Privacy Policy explains how Man And Van Kingston collects, uses, stores, shares, and protects personal data when providing moving, removal, transport, and related services. It applies to all Man And Van Kingston customers in the area, including individuals, households, landlords, tenants, students, and businesses that use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Kingston acts as the data controller for the personal data we collect in connection with our services. This means we determine why and how your personal data is used. We only collect information that is necessary for delivering our services, managing our relationship with customers, complying with legal obligations, and improving service quality.

2. Information We Collect

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

Identity information: name, title, and any details needed to identify you as a customer or representative.
Contact information: address, email address, and telephone number.
Service details: moving date, collection and delivery addresses, property access notes, inventory information, and service preferences.
Payment information: billing details, transaction records, and payment confirmation. We do not store more payment data than is necessary for processing and record-keeping.
Communication records: messages, enquiries, complaints, estimates, and service instructions.
Usage and technical information: limited information about how you interact with our communications or systems where relevant for administration and security.
Special category data: we do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request, for example, accessibility requirements. If such data is provided, we handle it with extra care and only where a lawful condition applies.

We normally collect personal data directly from you, but we may also receive information from third parties such as property managers, business clients, agents, or payment providers where necessary to complete a booking or provide a service.

3. How We Use Your Data

We use personal data only for legitimate business and service purposes, including:

providing quotes and managing bookings;
planning and carrying out removals and transport services;
communicating with you before, during, and after a service;
processing payments and issuing invoices or receipts;
maintaining service records and internal administration;
responding to complaints, disputes, or service issues;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, customers, staff, and property;
improving our operations, training, and service quality.

We do not sell your personal data. We also do not use personal data for unrelated purposes that would be incompatible with the reasons it was collected.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstance, Man And Van Kingston may rely on one or more of the following:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging moves, delivering services, and handling payments.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and interests do not override those interests. Examples include managing our business, preventing fraud, maintaining records, improving service delivery, and responding to customer enquiries.

Legal Obligation

We may process information where required to comply with legal duties, such as tax, accounting, safety, insurance, or regulatory obligations.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information that is not strictly necessary for the service. If consent is used, you may withdraw it at any time. Withdrawing consent will not affect processing that has already taken place lawfully.

5. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary and only for legitimate purposes. These may include:

Payment service providers to process transactions securely;
IT and system providers that support email, storage, administration, or scheduling;
Professional advisers such as accountants, insurers, auditors, or legal advisers;
Subcontractors or operational partners who help deliver a booked service under our instructions;
Public authorities where disclosure is required by law or necessary to protect rights and safety.

Where we use third parties to process personal data on our behalf, they act as processors and must follow our instructions, keep the data secure, and use it only for agreed purposes. We take reasonable steps to ensure these processors provide appropriate technical and organisational safeguards.

6. International Transfers

In general, we aim to store and process personal data within the UK or other locations that provide an adequate level of protection. If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable data protection law, such as standard contractual clauses or equivalent protections.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and insurance requirements. Retention periods may vary depending on the type of data and the nature of the service.

Booking and service records: retained for a reasonable period after completion of the service for administration and dispute handling.
Financial and tax records: retained for the period required by law.
Communication records: retained while relevant to ongoing customer support, claims, or business documentation.
Security and technical logs: retained only as long as needed for monitoring, troubleshooting, or security purposes.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in line with our retention practices.

8. How We Protect Your Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff awareness, data minimisation, and careful handling of records. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to conditions or exemptions depending on the context.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restrict processing: you may ask us to limit how we use your data in specific situations.
Right to object: you may object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability: where relevant, you may request a copy of data you provided in a structured, commonly used format.
Right to withdraw consent: if we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly. We would appreciate the chance to address any issue first where possible.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or another service arrangement made by an adult customer. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

11. 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 handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how personal data is protected.

12. Summary of Our Commitment

Man And Van Kingston values privacy and treats personal data with care and respect. We collect only the information needed to provide moving and related services, use it only for lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or others where required by law. Our approach is designed to protect customer information while delivering reliable services to everyone in the area.