Privacy Policy - Kingston Man And Van

Kingston Man And Van is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information when you use our removal and transport services. It applies to all Kingston Man And Van customers in the area, including individuals, households, landlords, tenants, and businesses that request or receive our services.

1. Who We Are

This Privacy Policy is issued by Kingston Man And Van, the provider of man and van, moving, delivery, loading, unloading, and related transport services. We act as a data controller for the personal data we collect and use in connection with our services, except where we process data strictly on behalf of a customer or another party under their instructions.

2. What Personal Data We Collect

We may collect and process the following types of information:

Identity details such as your name, title, and any business name you provide.
Contact details such as your telephone number, email address, billing address, and service address.
Booking and service information including requested dates, pickup and delivery locations, access requirements, item descriptions, and special instructions.
Payment information such as payment status, transaction reference details, and invoicing records. We do not store full card details where payment is handled by a secure third-party payment provider.
Communications including messages, call notes, complaints, feedback, and correspondence relating to your booking or service.
Property and access information such as parking arrangements, entry instructions, floor levels, lift availability, and inventory-related notes.
Technical data if you contact us by electronic means, such as device identifiers, IP-related information, and basic service logs where applicable.
Special category data only where strictly necessary and where you voluntarily provide it, for example if it affects access, assistance, or safety during a move. We will limit such processing to what is required and lawful.

We only collect data that is relevant and necessary for legitimate business and service purposes. We do not seek to collect more information than we need.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings, schedule services, and complete removals or deliveries.
To communicate with you about your service, including updates, changes, and confirmations.
To issue invoices, process payments, and maintain accounting records.
To handle complaints, queries, and customer support requests.
To manage risk, prevent fraud, and protect property and personnel.
To comply with legal, tax, insurance, and regulatory obligations.
To improve our operations, train staff, and maintain service quality.

We do not sell your personal data. Any sharing is limited to what is necessary to deliver our services, meet legal duties, or operate our business securely and efficiently.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on the following bases:

Contract

Most of the data we process is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes quotations, booking management, service delivery, invoicing, and customer support related to the service.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include service planning, communications, record keeping, risk management, and quality control. We carefully consider and balance these interests before processing.

Legal Obligation

We process some information to comply with legal obligations, such as tax, accounting, insurance, and record-keeping requirements. Where the law requires us to retain information or provide it to authorities, we will do so in accordance with applicable rules.

Consent

In limited situations, we may rely on your consent, particularly where this is required for specific optional processing. If we ask for consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Who We Share Data With

We may share personal data with trusted third parties when necessary to provide our services or manage our business. These parties act as processors or independent controllers depending on the service they provide. They may include:

Payment processors that handle secure payment transactions.
Accounting and invoicing providers used for financial administration and record keeping.
IT and cloud service providers that support data storage, communication, and business operations.
Customer management and scheduling tools used to organise bookings and service records.
Insurance providers, legal advisers, and professional advisers where needed for claims, disputes, or compliance.
Public authorities where disclosure is required by law or necessary to protect legal rights.

We require processors to handle your data securely, only on our instructions, and in accordance with data protection law. We do not allow them to use your data for their own unrelated purposes.

6. International Transfers

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

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, tax, and insurance obligations. Retention periods may vary depending on the nature of the data and the purpose of processing.

Quotation and enquiry records are generally retained for a limited period unless they lead to a booking or are needed for follow-up.
Booking and service records are retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial records are retained in line with statutory accounting and tax requirements.
Complaint, dispute, and claim records may be kept for longer where necessary to defend legal claims or resolve issues.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. We review retention periodically to ensure data is not kept longer than needed.

8. Data Security

We use 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 restricted sharing. While no system is completely secure, we take reasonable steps to protect your information.

9. Your Rights

You have a number of rights under data protection law, subject to certain conditions and exemptions:

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

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and explain any limitations that apply.

10. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, you have the right to raise a complaint. We encourage you to contact us first so we can address the issue promptly and fairly. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally provided as part of a household or service arrangement and is necessary for the booking or delivery process.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Key Points

In short, we collect only the personal data needed to provide moving and transport services, we use it on lawful bases such as contract, legitimate interests, legal obligation, and consent where needed, we share it only with necessary processors and authorities, and we keep it only for as long as required. Your privacy matters to us, and we are committed to handling your data fairly, transparently, and securely.