Privacy Policy
Kingston upon Thames Man and Van Privacy Policy
This Privacy Policy explains how Kingston upon Thames Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers in Kingston upon Thames and the surrounding area. It also sets out 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 Kingston upon Thames Man and Van customers and anyone who contacts us to enquire about, book or receive our services within our operating area.
Data Controller
Kingston upon Thames Man and Van is the data controller in relation to the personal data described in this Privacy Policy. This means we decide how and why your data is processed and are responsible for ensuring that such processing complies with applicable data protection law.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as name, address, pick up and drop off addresses, and any alternative contact name and contact details you provide.
Communication details, such as information you provide when you contact us by phone, text message, online forms or other methods of communication, including details of your enquiry or quotation request.
Service details, such as the type of move or transport required, property access information, parking information, inventory details, preferred dates and times, and any special instructions you choose to share.
Booking and transaction details, such as booking references, dates of service, amounts charged, payment status, and limited payment-related information necessary to confirm that a transaction has been completed. Full card details are not stored by us if processed via a secure payment provider.
Technical and usage information, such as basic device or browser information and how you interact with our website or online forms, where this is collected by necessary cookies or similar technologies. We do not seek to identify you from this information unless it is necessary to investigate security issues or misuse.
Feedback and review information, such as comments, complaints, compliments or survey responses that you choose to provide about our services.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, through our website or online forms, or when you confirm a booking or request a quotation. We may also collect data when you communicate with us during the performance of a service, or when you send us feedback.
In some cases, we may receive information about you from third parties, for example if a relative, landlord, letting agent or business books our services on your behalf and provides your contact details or address so that we can complete the job.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so under data protection law. Depending on the context, we rely on one or more of the following lawful bases:
Contract. We process your personal data to take steps at your request before entering into a contract and to perform a contract with you. This includes providing quotations, confirming bookings, delivering man and van services, communicating with you about your booking and handling payments.
Legal obligation. We may process your personal data where necessary to comply with legal obligations, such as record keeping, tax and accounting requirements or responding to lawful requests from regulatory authorities.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This can include managing our business operations, improving our services, preventing fraud or misuse, handling and defending legal claims, and maintaining accurate business records.
Consent. In limited circumstances, we may rely on your consent, for example if you ask us to keep your details on file for future bookings or if you agree to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, respond to enquiries and communicate with you about potential services.
To confirm bookings, plan routes, allocate vehicles and staff and deliver man and van services at the correct addresses and times.
To process payments and maintain accurate accounting and financial records.
To manage customer relationships, handle complaints, and respond to feedback or queries.
To improve our services, including by reviewing common questions, service issues or feedback trends.
To maintain the security, safety and integrity of our operations, vehicles, staff and customers.
To comply with applicable laws and regulations and to establish, exercise or defend legal claims.
Data Sharing and Processors
We do not sell your personal data. We may share your information with trusted third parties who act as data processors and provide services to us, such as payment processors, accountants, IT or hosting providers, and communication or booking system providers.
These processors only process your data on our instructions, for the purposes set out in this Privacy Policy, and are required to keep your data secure and confidential and to comply with data protection law.
We may also share your personal data with professional advisers such as lawyers or insurers where necessary for the establishment, exercise or defence of legal claims, and with law enforcement or regulatory bodies where required by law.
International Transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that any international transfers of personal data are made in compliance with applicable data protection law. This may include using adequacy regulations, standard contractual clauses or other appropriate safeguards to protect your personal data.
Data Retention
We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected, and to comply with legal, accounting or reporting requirements.
In general, enquiry and booking records, invoices and related correspondence are retained for a period consistent with tax and accounting obligations and to enable us to respond to any queries, complaints or legal claims. Where personal data is no longer required, we will securely delete or anonymise it.
Data Security
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 include access controls, appropriate staff training, and the use of secure systems and protocols when handling your information.
While we aim to protect your personal data, transmission of information over the internet can never be guaranteed as completely secure. You are responsible for taking reasonable steps to protect your own information when communicating with us.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to request a copy of that data.
Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction of processing. You may ask us to restrict the processing of your personal data in specific situations, such as when you contest the accuracy of the data or you have objected to our use of it.
Right to object. You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including any related profiling. We will stop processing unless we have compelling legitimate grounds to continue or it is required for legal claims.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details given on our website or booking documentation.
You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we have used your data. The Information Commissioner's Office is the independent supervisory authority in the United Kingdom for data protection matters.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal requirements. Any updates will be made available on our website or otherwise provided to you. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all Kingston upon Thames Man and Van customers and service users within our operating area and is intended to provide clear and transparent information about our data protection practices.
