Privacy Policy - Man With Van Kingsbury

Man With Van Kingsbury is committed to protecting the privacy and personal data of all customers in the Kingsbury area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Kingsbury customers in area, including individuals who request quotes, make bookings, receive removals or delivery services, or communicate with us in connection with our services.

By using our services or providing your personal data, you acknowledge that your information will be handled in accordance with this Privacy Policy.

1. Information We Collect

We collect only the personal data that is necessary to provide our services, manage our business, and meet legal obligations. The types of information we may collect include:

Identity details: name, title, and, where needed, proof of identity.
Contact details: address, email address, telephone number, and moving location details.
Booking and service information: move date, collection and delivery addresses, property access details, inventory information, service preferences, and special handling instructions.
Payment information: transaction records, payment status, and billing details. We do not usually store full card details unless processed securely by a payment provider.
Communication records: emails, messages, call notes, complaints, claims, and feedback.
Technical data: device or browser information, IP address, and usage data if you interact with digital booking or enquiry systems.

We may also collect limited special category data only where it is necessary and lawful, for example where a customer voluntarily provides information about accessibility needs or health-related circumstances relevant to a move. In such cases, we apply additional safeguards.

2. How We Use Your Data

We use personal information to operate our services efficiently, safely, and lawfully. Typical uses include:

processing enquiries and providing quotations;
confirming and managing bookings;
planning and delivering removals, deliveries, and related transport services;
communicating about schedules, access arrangements, and service changes;
handling invoices, payments, and accounting records;
resolving complaints, disputes, and insurance claims;
meeting legal, regulatory, tax, and insurance obligations;
improving our services, training staff, and maintaining service quality;
preventing fraud, misuse, and security incidents.

We only use your data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies or we are required by law to do otherwise.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man With Van Kingsbury relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as providing a quote, booking a move, delivering goods, or managing related customer service matters.

Legal Obligation

We process data where required to comply with legal duties, including tax laws, accounting requirements, insurance obligations, and record-keeping rules.

Legitimate Interests

We may process data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This includes managing operations, protecting our property, preventing fraud, improving services, and keeping service records.

Consent

Where consent is required, such as for certain marketing activities or the handling of specific optional information, we will ask for your clear permission. You may withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

In rare situations, we may process data to protect someone’s vital interests or where processing is necessary for public interest reasons permitted by law.

4. Sharing Your Information and Processors

We may share personal data only when necessary and subject to appropriate safeguards. We do not sell personal data. We may disclose information to:

Service providers and processors who support our business operations, such as payment processors, accounting systems, IT and data storage providers, customer management platforms, and communications tools.
Subcontractors or operational partners assisting with the delivery of services, such as drivers, removal assistants, or specialist handling providers.
Insurers and claims handlers where needed for insurance coverage, incidents, or claims management.
Legal and regulatory bodies when required by law, court order, or lawful request.
Professional advisers such as accountants, lawyers, and auditors.

Where we use processors, they are required to act only on our instructions, protect your data, and implement appropriate technical and organisational security measures. We only work with processors that provide sufficient guarantees under UK GDPR.

5. 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, insurance, and dispute-resolution requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

Quotation and enquiry records: retained for a limited period after the enquiry is closed, unless they lead to a booking or legal issue.
Booking and service records: retained for the duration of the customer relationship and for a reasonable period afterwards for audit, complaint handling, and business record purposes.
Payment and accounting data: retained in line with legal and tax obligations.
Claims, disputes, and incident records: retained for as long as necessary to resolve the matter and meet insurance or legal requirements.

When data is no longer needed, we will delete, anonymise, or securely archive it in accordance with our retention practices.

6. Data Security

We take appropriate measures to protect personal data from unauthorised access, alteration, disclosure, loss, or destruction. These measures may include restricted access, password protection, secure storage, staff training, and controlled sharing with trusted processors. Although no system can be guaranteed completely secure, we continuously review our safeguards to reduce risk.

7. Your Rights Under GDPR

As a data subject, you have important rights regarding your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your personal data in certain circumstances;
Restriction of processing in certain situations;
Data portability for information you provided to us and that we process by automated means on the basis of consent or contract;
Objection to processing based on legitimate interests or direct marketing;
Withdraw consent where processing relies on consent;
Lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

To protect your privacy, we may need to verify your identity before responding to a request. We will respond within the time limits required by law, usually one month, unless the request is complex or numerous.

8. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual protections permitted under data protection law.

9. Marketing Communications

We will only send marketing communications where we have a lawful basis to do so. If consent is required, we will obtain it first. You may opt out of marketing at any time. Service-related communications, such as booking confirmations and operational updates, are not marketing and may still be sent when necessary to perform our services.

10. Cookies and Similar Technologies

If we use online forms or booking tools, limited technical information may be collected through cookies or similar technologies for functionality, security, and performance purposes. Where required, we will provide appropriate notice and obtain consent for non-essential cookies. Only necessary data is used for operational purposes.

11. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is incidentally included in service-related information provided by an adult customer. Where such data is collected, it is handled with care and only for legitimate service purposes.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The most current version will apply to our handling of personal data from the date it is published or otherwise communicated.

13. Scope of This Policy

This Privacy Policy applies to all Man With Van Kingsbury customers in area and covers personal data processed in connection with enquiries, quotations, bookings, service delivery, payments, records management, and related communications. It should be read alongside any service terms or notices that apply to a specific booking.

In summary, we handle your data fairly, transparently, and securely. We only collect what we need, use it for clear lawful purposes, retain it only as long as necessary, and respect your rights under GDPR.