Privacy Policy - Man And Van Kingsbury

This Privacy Policy explains how Man And Van Kingsbury collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Kingsbury customers in the area, including anyone who requests, books, receives, or enquires about our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to individuals who use or enquire about our services, including residential customers, business customers, landlords, tenants, and anyone acting on behalf of a customer. It also covers website visitors, email enquirers, and people whose data is shared with us in connection with a booking, delivery, or quotation request. By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. What Data We Collect

We only collect personal data that is necessary for providing our services, managing our relationship with you, and meeting legal obligations. The types of information we may collect include:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Service details such as pickup and delivery locations, move dates, property access notes, item descriptions, and special handling instructions.
Payment and billing data such as invoicing details and payment status.
Communication data including messages, call notes, and correspondence about bookings, quotes, complaints, or queries.
Technical data where relevant, such as basic device or usage information if you interact with our digital services.
Proof or verification data where needed for fraud prevention, service confirmation, or legal compliance.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service requirement, such as accessibility or health-related moving instructions. If such information is provided, we will only process it where a lawful basis exists and where additional safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving services.
To plan routes, allocate vehicles and staff, and manage logistics.
To contact you about service updates, changes, or issues.
To process payments, issue invoices, and maintain accurate business records.
To respond to enquiries, complaints, and customer support requests.
To improve service quality, training, and operational efficiency.
To protect against fraud, misuse, or unlawful activity.
To comply with legal, tax, accounting, and regulatory obligations.

We will only use your data in ways that are relevant to the purpose for which it was collected, unless we reasonably determine that another compatible purpose applies.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. The lawful bases we rely on are:

Contract

We process your data when it is necessary to perform a contract with you or to take steps before entering into a contract. This includes preparing quotes, making bookings, organising services, and fulfilling moving arrangements.

Legal Obligation

We may process data to meet legal requirements, such as tax reporting, accounting, record-keeping, insurance matters, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, customer communication, fraud prevention, internal administration, and safeguarding our business operations.

Consent

In limited situations, we may rely on your consent, for example where you provide optional information that is not required to deliver the service. Where consent is used, you may withdraw it at any time. Withdrawal will not affect any processing already carried out lawfully before withdrawal.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason for processing.

Booking and service records may be retained for a reasonable period after completion of the service for administration, dispute handling, and customer support.
Financial and tax-related information may be retained for the period required by applicable law.
Communication records may be retained for as long as needed to manage enquiries, complaints, or service-related follow-up.
Where data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of safely.

We regularly review our records to ensure that personal data is not kept for longer than necessary.

6. Processors and Sharing of Data

We may share personal data with trusted third-party processors who help us operate our business and provide our services. These processors act on our instructions and are required to protect your data in accordance with data protection law.

Examples of processors may include:

Payment service providers that process card or electronic payments.
Accounting or bookkeeping providers that support financial administration.
IT, hosting, or communication service providers that store or transmit data securely.
Insurance or legal advisers where disclosure is necessary for a claim or compliance matter.
Operational partners involved in service delivery where needed to complete a booking.

We may also share information where required by law, where necessary to protect our rights or property, or where needed to prevent fraud, crime, or other harm. We do not sell your personal data.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data and the risks associated with processing it. While no system can be guaranteed completely secure, we work to keep information safe using reasonable and proportionate controls.

8. International Transfers

If any of our processors or service providers store or access data outside the UK, we will only allow this where appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

9. Your Rights

As a data subject, you have several rights in relation to your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete data.
Erase your data in certain circumstances.
Restrict how we process your data in certain situations.
Object to processing based on legitimate interests.
Data portability for data you provided to us in a structured, commonly used format, where applicable.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to contact us first so we can address any issue promptly and fairly.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer. If we become aware that child-related data has been collected unnecessarily, we will take appropriate steps to delete it or limit processing.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or business changes. Any updates will take effect when published in the revised form. We recommend reviewing this policy periodically so that you remain informed about how your data is used.

12. Summary of Our Commitment

Man And Van Kingsbury is committed to treating personal data with care, transparency, and respect. We collect only what is needed, use it for clear and lawful purposes, store it securely, and keep it only for as long as required. We aim to process data in a way that is fair, proportionate, and consistent with your rights under data protection law.

This Privacy Policy applies to all Man And Van Kingsbury customers in area.