Privacy Policy - Kingston Man And Van

This Privacy Policy explains how Kingston Man And Van collects, uses, stores, shares, and protects personal data when providing removal and man and van services. It applies to all Kingston Man And Van customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or interact with us in connection with a booking, enquiry, quotation, or service delivery.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to process personal information fairly, lawfully, transparently, and securely.

1. Personal Data We Collect

We only collect personal data that is necessary for delivering our services, managing our business operations, and meeting legal obligations. Depending on how you interact with us, we may collect the following categories of data:

Identity information: name, title, and any other details you provide when making an enquiry or booking.
Contact information: address, email address, phone number, and moving addresses.
Service details: information about the items to be moved, collection and delivery locations, access details, dates, times, and special instructions.
Payment information: records of payments made, transaction references, and billing information.
Communication records: messages, emails, call notes, complaint details, and booking confirmations.
Technical and usage data: limited information collected through our systems, such as device details, browser type, and log data if relevant to security or service administration.
Legal and compliance records: information needed to manage claims, disputes, insurance matters, or regulatory obligations.

We do not seek to collect special category data unless it is necessary and you choose to provide it. If you do provide such information, we will only process it where a lawful basis exists and appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for specific and limited purposes connected with our services. These purposes include:

responding to enquiries and providing quotations;
arranging and carrying out removals, deliveries, and related services;
contacting you about bookings, schedules, access requirements, or service changes;
processing payments and maintaining financial records;
managing complaints, claims, disputes, or damage reports;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, customers, and property;
improving our services, administration, and customer experience.

We will never use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a valid legal basis or your consent where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Kingston Man And Van relies on the following lawful bases depending on the activity involved:

Contract: we process data when it is necessary to enter into or perform a contract with you, such as arranging and completing a move.
Legal obligation: we process data when required to comply with laws and regulations, including accounting, tax, insurance, and record-keeping duties.
Legitimate interests: we process data for legitimate business purposes such as managing enquiries, preventing fraud, improving services, and maintaining security, provided these interests do not override your rights and freedoms.
Consent: in limited situations, we may rely on your consent, for example if you agree to certain optional communications or data uses. You may withdraw consent at any time where it is the basis relied upon.

Where we rely on legitimate interests, we consider whether the processing is necessary and whether your interests or rights require a different approach. We do not use personal data in ways that are unfair or unexpected.

4. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or comply with legal requirements. These third parties may act as data processors or independent controllers depending on the circumstances.

Examples of processors or service providers may include:

payment providers that handle transactions securely;
accounting and bookkeeping providers that support financial administration;
IT and cloud service providers that store or support our business systems;
communication service providers that assist with sending messages or managing customer records;
insurance providers or claim handlers where needed for claims or incident management;
professional advisers such as accountants or legal advisers;
subcontractors or operational partners where necessary to complete a service requested by you.

We require processors to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not sell your personal data.

We may also disclose data if required by law, to protect our legal rights, or to prevent fraud, abuse, or harm.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and dispute-resolution requirements.

Retention periods may vary depending on the type of record:

Booking and service records: kept for a reasonable period after service completion to manage follow-up queries, complaints, or claims.
Financial and accounting records: retained for the period required by law and standard business practice.
Complaint or claim records: retained until the matter is resolved and for an appropriate period afterward in case of legal action or insurance review.
Marketing or consent-based records: kept until you withdraw consent or object, or until they are no longer needed.

When data is no longer required, we will securely delete, destroy, or anonymise it. We do not keep personal data indefinitely.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and appropriate handling procedures.

Although we work hard to protect your data, no system can be guaranteed completely secure. If a personal data breach occurs and poses a risk to your rights or freedoms, we will take suitable action in line with legal requirements.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to limitations depending on the circumstances and applicable legal rules.

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 data.
Right to erasure: you can request deletion of your data in certain situations.
Right to restriction: you can ask us to limit processing in certain cases.
Right to data portability: you can request certain data in a structured, commonly used format where applicable.
Right to object: you can object to processing based on legitimate interests or direct marketing.
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 will respond within the time limits required by law. We may need to verify your identity before acting on your request.

8. Children’s Data

Our services are generally intended for adults arranging removals or related services. We do not knowingly collect children’s personal data unless it is provided incidentally as part of a service arrangement and is necessary for that purpose.

9. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place so that your data remains protected in line with UK data protection law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available.

By using Kingston Man And Van services, you acknowledge that your personal data may be processed as described in this Privacy Policy. This policy applies to all Kingston Man And Van customers in the area and is intended to provide a clear explanation of how we handle personal information in a lawful, fair, and transparent manner.