Man With a Van Kew Privacy Policy

This Privacy Policy explains how Man With a Van Kew collects, uses, stores and shares personal data when providing moving and related services. It applies to all Man With a Van Kew customers and prospective customers in our service area, as well as visitors who contact us with enquiries about our services.

Who We Are and Scope of This Policy

Man With a Van Kew is a transport and moving services provider operating in the local area. For the purposes of the UK General Data Protection Regulation and the EU General Data Protection Regulation, Man With a Van Kew is the data controller for the personal data described in this Privacy Policy. This Privacy Policy applies to all customers and service users within our operating area, and to any personal data collected in connection with enquiries, bookings and service delivery.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you:

Contact details such as full name, address, pick-up and delivery addresses, and other location information relevant to the service.

Communication details such as the content of your messages, notes from calls or conversations, and preferences you share with us regarding your move or transport requirements.

Booking and service information such as requested dates and times, details of the items to be moved, property access information where necessary, and any special instructions to complete the job safely and effectively.

Payment and transaction information such as payment status, amounts charged, and records of invoices and receipts. We do not store full payment card information when we use third party payment processors.

Technical and usage information where applicable, such as basic information about how you interact with our website or online enquiry forms, including date and time of visit and pages viewed. This may be collected using cookies or similar technologies where lawful.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or communicate with us in relation to our services. This may be done by phone, online forms, messages, or in person.

We may also receive personal data from third parties when it is necessary for us to perform a service you have requested. For example, a partner business or referring organisation may share your basic contact and booking details with us so that we can complete your move or delivery. In such cases, we expect those third parties to have a lawful basis for sharing your data with us.

Lawful Basis for Processing Personal Data

We process your personal data under one or more of the following lawful bases:

Contractual necessity. We process personal data to enter into and perform our contract with you. This includes providing quotes, confirming and managing bookings, communicating with you about service arrangements, carrying out the move or transport service, and managing billing and payments.

Legitimate interests. We process certain data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, handling enquiries and complaints, and maintaining records needed for operational and business management purposes.

Legal obligations. We process personal data to comply with legal requirements, including record-keeping and tax obligations, and to respond to lawful requests from regulatory or law enforcement authorities.

Consent. In limited circumstances, we may rely on your consent, for example for certain marketing communications where required by law. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our moving and transport services, including planning and carrying out your move, communicating about arrival times, access, and service details.

To manage bookings, process payments, issue invoices and receipts, and handle any amendments or cancellations.

To respond to your enquiries, provide quotes, and offer customer support before, during, and after the service.

To maintain our business records, including job records, financial records and operational documentation.

To improve our services, including reviewing feedback, analysing typical requests, and adjusting our operations within our service area.

To meet legal and regulatory requirements, including record retention obligations.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Booking and service records are generally retained for a period that allows us to manage our business and comply with tax and accounting rules. Communication records may be kept for a reasonable period in case of follow-up queries or disputes. Where data is no longer required, it will be securely deleted or anonymised.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf to help us deliver our services or manage our business. These may include payment processing providers, IT and hosting providers, business administration and accounting service providers, and tools used for scheduling and managing bookings.

These processors are only allowed to use your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. We require them to implement appropriate security measures to protect your data.

We may also share personal data with third parties acting as independent controllers where necessary, for example with insurers, professional advisers, or regulatory and law enforcement bodies where required by law or to protect our legal rights.

We do not sell your personal data to third parties.

International Data Transfers

Where our use of service providers involves transferring personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection laws. This may include relying on adequacy regulations, standard contractual clauses, or equivalent legal mechanisms to ensure an adequate level of protection.

How We Protect Your Data

We take appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to staff and contractors who need it to perform their duties and who are subject to confidentiality obligations, and using secure systems and tools for storing and processing data.

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.

Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with information about how it is used.

Right to rectification. You have the right to request that we correct inaccurate or incomplete personal data about you.

Right to erasure. You may request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction. You have the right to request that we restrict the processing of your personal data in certain circumstances, such as while we verify its accuracy or consider an objection you have raised.

Right to data portability. In certain situations, you may request to receive the personal data you have provided to us in a structured, commonly used and machine-readable format, and to have it transmitted to another controller where technically feasible.

Right to object. You have the right to object to processing of your personal data that is based on our legitimate interests, including profiling related to those interests, on grounds relating to your particular situation. We will stop processing unless we demonstrate compelling legitimate grounds that override your interests or rights, or where processing is necessary for legal claims.

Rights in relation to automated decision-making. Man With a Van Kew does not carry out automated decision-making or profiling that produces legal or similarly significant effects on you.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have questions about this Privacy Policy or how we handle your personal data, you can contact us using the details provided in our customer communications or on our service materials.

You also have the right to lodge a complaint with your local data protection supervisory authority if you believe that your data protection rights have been infringed. We would welcome the opportunity to address your concerns directly before you approach a supervisory authority, and encourage you to contact us in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any significant changes will be communicated through our usual customer communication channels or made available with a revised date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.