Kingston Man and Van Privacy Policy
This Privacy Policy explains how Kingston Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It is intended to meet the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018.
By contacting Kingston Man and Van, requesting a quotation, booking a service or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy. This Privacy Policy applies to all customers and potential customers of Kingston Man and Van in our operating area, whether you contact us online, by phone or in person.
Who We Are and Scope of This Policy
Kingston Man and Van is a man and van service provider operating in the Kingston and surrounding area. For the purposes of data protection law, Kingston Man and Van is the data controller for the personal data described in this Privacy Policy. This means that we decide why and how your personal data is processed.
This Privacy Policy covers all personal data we collect about individuals who enquire about, book or receive our services in our local service area, including household customers, business customers and their representatives.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identity and contact details: name, address, collection and delivery addresses, telephone numbers, and other contact details necessary to provide our services.
Service information: details about the services you request or book, such as property type, access details, inventory or item descriptions, special handling instructions and preferred dates and times.
Communication records: information you provide when you contact us for quotations, make enquiries, give feedback or raise a complaint, including any information contained in messages or call notes.
Payment and transaction data: information relating to payments for our services, such as date and amount of payment and method used. We do not store full payment card details where payments are processed through third party providers.
Technical and usage data: if you visit our website, this may include technical information about your device, approximate location, and how you use our site, collected through standard web technologies.
How We Collect Your Data
We may collect personal data directly from you when you contact us for a quote, make a booking, arrange a visit, communicate with us by phone or online, or provide feedback. We may also receive data from third parties where this is necessary to provide our services, such as referrals from business partners or online platforms that you have chosen to use.
Lawful Basis for Processing
We will only process your personal data where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:
Performance of a contract: to take steps at your request before entering into a contract and to perform the contract we have with you. This includes providing quotations, confirming bookings, carrying out moves or deliveries and handling payments.
Legitimate interests: to operate and improve our business where our interests are not overridden by your rights. This may include managing our relationship with you, responding to enquiries, keeping records of services provided, improving our operations and ensuring the security of our staff and customers.
Legal obligations: to comply with laws and regulatory requirements, such as accounting rules and tax obligations, and to respond to lawful requests from public authorities.
Consent: where required by law, for example for certain types of direct 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, confirm availability and prepare for services you request.
To deliver man and van services, including planning routes, accessing properties, handling your belongings and coordinating our team.
To communicate with you about your booking, changes to our services, service confirmations and follow up after services are completed.
To process payments and maintain accurate financial records.
To manage our customer relationship, handle feedback and resolve complaints or disputes.
To improve our services, processes and customer experience based on your interactions with us.
To comply with legal and regulatory obligations and to cooperate with law enforcement where required.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy and where they act as data processors on our behalf. These may include:
IT and hosting providers who support our systems and data storage.
Payment processing services that handle transactions for our services.
Customer management or booking systems used to manage enquiries and bookings.
Professional advisers such as accountants or legal advisers where necessary for our business and legal obligations.
We require all third party processors to safeguard your personal data and to use it only in accordance with our instructions and applicable data protection law. We do not sell your personal data to third parties.
We may also share personal data where required by law, for example with law enforcement agencies, courts or regulators, or in connection with legal claims.
International Transfers
Where our service providers are located outside the United Kingdom or the European Economic Area, or store data in other countries, your personal data may be transferred internationally. In such cases, we take steps to ensure an adequate level of protection, such as using standard contractual clauses or relying on other appropriate safeguards in line with data protection law.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
The exact retention period depends on the type of data and the context of our relationship with you. In general, we keep basic customer and transaction records for a number of years after the end of our relationship, to meet tax, accounting and contractual obligations. Enquiry records may be retained for a shorter period where no service is ultimately provided.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
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 exemptions. They include:
Right of access: you can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data.
Right to erasure: in certain circumstances, you can ask us to 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 reason to retain it.
Right to restriction: you can ask us to restrict the processing of your personal data in specific situations, such as where you contest the accuracy of the data or object to our use of it.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine readable format and have it transmitted to another controller where technically feasible.
Right to object: you can object to processing based on our legitimate interests, particularly where it relates to direct marketing. If you object to direct marketing, we will stop processing your personal data for that purpose.
Right to withdraw consent: where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.
Security of Your Personal Data
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to those who need it for their role, using secure storage solutions and reviewing our security practices periodically.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
Contact and Complaints
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Kingston Man and Van using the usual contact details published on our website or provided to you in our communications.
You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how we process your personal data. We would, however, appreciate the chance to address your concerns directly before you approach the authority.
