Privacy Policy - Man With A Van Kew

Man With A Van Kew is committed to protecting the privacy and personal data of all customers in the Kew area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With A Van Kew customers in area, including individuals and businesses that enquire about, book, or receive our moving and transport services.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We only collect and use personal data where we have a lawful basis to do so, and we take reasonable steps to keep your information secure and only retain it for as long as necessary.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us and the services you request. This may include:

Identity information such as your name, title, and company name if applicable.
Contact details such as your address, email address, and telephone number.
Service details including pickup and delivery addresses, access instructions, inventory descriptions, and moving requirements.
Payment information such as billing details and transaction records, although card details are generally handled securely by payment processors.
Communication records including enquiries, complaints, feedback, and correspondence relating to bookings or services.
Operational data such as booking dates, service notes, and delivery outcomes.
Technical data where relevant, such as basic website usage information, device type, browser details, and cookies, if you interact with an online form or digital service.

We aim to collect only the data that is necessary for the purposes explained in this policy. In some cases, you may choose to provide additional information to help us deliver a service more efficiently. If you provide personal data about another person, you should ensure that you have the right to do so and that they are aware of this Privacy Policy.

2. How We Use Your Personal Data

We use personal data to manage our services and to operate our business effectively. The main purposes include:

Providing quotations, booking services, and arranging moving or transport jobs.
Contacting you about your enquiry, booking, schedule, or service updates.
Delivering services safely and efficiently, including planning routes and handling access requirements.
Processing payments, issuing invoices, and maintaining accounting records.
Responding to questions, complaints, and customer support requests.
Maintaining internal records, managing business operations, and improving service quality.
Meeting legal, regulatory, tax, and insurance obligations.
Preventing fraud, misuse, or unlawful activity.

We do not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid lawful basis to do so.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, carrying out removals or transport services, and handling payment and invoicing.

Legal Obligation

We may process data where necessary to comply with legal requirements, including tax rules, accounting obligations, consumer law, record-keeping requirements, and any lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving our services, managing customer relationships, keeping business records, preventing fraud, and ensuring the security of our operations.

Consent

In some circumstances, we may rely on your consent, for example for certain optional communications or specific uses of cookies or marketing preferences where required. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process personal data where necessary to protect someone’s life or physical safety.

We always consider the type of information involved and the context of the processing before deciding which lawful basis applies.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as data processors or, in some cases, separate controllers. We only share the minimum information necessary and require appropriate protections to be in place.

Examples of processors may include:

Payment providers that process card or online payments securely.
Accountants or bookkeeping services that support financial record management and tax compliance.
IT and cloud service providers that host systems, email, data storage, or digital booking tools.
Customer management or administration tools used to organise bookings and communications.
Professional advisers such as legal, insurance, or compliance advisers where necessary.

We may also disclose personal data to law enforcement, regulators, courts, or other authorities where required by law or where disclosure is necessary to protect our rights, property, customers, or the public.

Man With A Van Kew does not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting obligations. Retention periods depend on the type of data and why it was collected.

Booking and service records are generally retained for a reasonable period to manage disputes, service history, and business administration.
Financial and tax records are retained in line with legal and accounting requirements.
Communication records may be kept for as long as needed to deal with enquiries, complaints, or follow-up matters.
Where personal data is no longer required, it is deleted, anonymised, or securely archived.

We periodically review retained data to ensure it remains necessary. If data is no longer required, we will take appropriate steps to dispose of it securely.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take steps in line with applicable law.

7. Your Rights

Under data protection law, you have rights over your personal information. Subject to certain legal conditions and exemptions, these rights include:

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

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the timescales required by law unless an extension is permitted due to complexity or volume of requests.

You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them directly.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary for service delivery and lawfully provided by a parent, guardian, or responsible adult. If we become aware that we have collected data from a child without appropriate consent or justification, we will take reasonable steps to remove it.

9. International Transfers

Where any service provider stores or processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with data protection law. This may include approved contractual protections or other lawful transfer mechanisms.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any revised version will apply from the date it is posted or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

Man With A Van Kew treats personal data with care, fairness, and respect. We collect only what we need, use it for clear and lawful purposes, share it only where necessary, and keep it only for as long as required. Our approach is designed to support dependable moving services while protecting the privacy rights of all customers in the area.

This Privacy Policy applies to all Man With A Van Kew customers in area.