Man With a Van Kingsbury Privacy Policy

This Privacy Policy explains how Man With a Van Kingsbury collects, uses, stores and protects personal data in connection with our services. It applies to all Man With a Van Kingsbury customers and prospective customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with us.

We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy sets out our practices and your rights in relation to your personal data.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you interact with Man With a Van Kingsbury:

Identity and contact details, such as your name, title, and preferred contact details. Service-related information, such as collection and delivery addresses, access details, property type, inventory or item descriptions, job notes, requested dates and times, and any specific instructions you provide. Booking and transaction details, such as service type, booking reference, date and time of service, pricing, payments made, refunds and any related correspondence. Communication records, such as messages you send to us by phone, online forms, or other communication channels, as well as notes we create in relation to your enquiries or bookings. Technical and usage information, where applicable, such as the date and time of your visit to our online services, pages viewed, and basic device or browser details, if collected through our website or booking systems. Feedback and reviews, such as comments, ratings, or testimonials you voluntarily provide about our services.

We only collect information that is necessary for the purposes described in this Privacy Policy. Where you provide information about another person, for example an alternative contact at the pickup or delivery address, you confirm that you have their permission to share this information.

How We Use Your Personal Data

We use your personal data to manage our relationship with you and to deliver our services. This includes:

Responding to enquiries, providing information about our services, and giving quotes. Setting up, managing, and fulfilling bookings, including planning routes, scheduling, and coordinating our team. Communicating with you about your booking, such as confirmations, reminders, updates, and any changes to your service. Processing payments, issuing invoices, handling refunds where applicable, and maintaining financial records for accounting and tax purposes. Providing customer support, resolving issues, and handling complaints or disputes. Improving and developing our services, operations and customer experience, including monitoring demand and analysing how our services are used. Meeting our legal and regulatory obligations, including record keeping and responding to lawful requests from public authorities.

Lawful Bases for Processing

We process your personal data under one or more of the following lawful bases set out in the UK GDPR:

Contract: where processing is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, and deliver moving or transport services you have requested. Legitimate interests: where we have a legitimate business interest in processing your data that is not overridden by your rights and freedoms, for example to keep basic records, manage and improve our services, or respond to your communications. Legal obligation: where we are required to process personal data to comply with legal obligations, for example tax, accounting, and regulatory requirements. Consent: in limited circumstances where we rely on your consent, for example for certain types of optional communications. When we rely on consent, you may withdraw it at any time.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where it is necessary for the purposes set out in this Privacy Policy and where appropriate safeguards are in place:

Service providers and data processors who assist us with activities such as booking systems, payment processing, accounting support, data storage, communications, or information technology services. These third parties act on our instructions, are not permitted to use your data for their own purposes, and are required to protect your data. Professional advisers, such as accountants or legal advisers, where necessary to obtain advice or protect our legal rights. Public authorities or law enforcement agencies, where we are required to do so by law, court order, or regulatory obligation.

Where we use data processors, we ensure there is a written agreement that includes appropriate data protection terms, as required by data protection law.

Data Retention

We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.

In general:

Enquiry and booking data is kept for a period that allows us to manage your booking, handle any follow-up queries, and maintain accurate business records. Financial and transaction records are kept for the period required by applicable tax and accounting laws. Correspondence, feedback and reviews are retained for as long as needed to respond to you, resolve issues, and demonstrate our service history, subject to regular review.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

International Transfers

Where it is necessary to transfer your personal data outside the United Kingdom, for example where a data processor uses servers located in another country, we take appropriate steps to ensure that your data is given an equivalent level of protection. This may include using standard contractual clauses or relying on adequacy decisions, in line with data protection law.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, secure storage, encryption or pseudonymisation where appropriate, staff awareness, and regular review of our practices.

While we take reasonable steps to safeguard your data, no method of transmission or storage is completely secure. You should take care when sharing personal data with us and let us know immediately if you suspect any misuse of your information in connection with our services.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include the right to:

Access your personal data and receive a copy of the information we hold about you. Request correction of inaccurate or incomplete personal data. Request erasure of your personal data where there is no compelling reason for us to continue processing it. Request restriction of processing of your personal data in certain circumstances. Object to processing based on our legitimate interests, where you believe your rights and interests outweigh our grounds for processing. Request the transfer of your 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.

If you wish to exercise any of these rights, please contact us using the details you normally use to communicate with Man With a Van Kingsbury. We may need to verify your identity before responding to your request, and we will respond within the time limits set by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office, the UK supervisory authority for data protection matters.

Updates 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 updates will take effect when the revised Privacy Policy is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how Man With a Van Kingsbury handles your personal data.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy as it applies to all Man With a Van Kingsbury customers and prospective customers in our service area.