Privacy Policy - Man With Van Kew

This Privacy Policy explains how Man With Van Kew collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Kew customers in the area, including anyone who requests a quote, makes a booking, or uses our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Kew provides removals, furniture transport, collection and delivery, and related moving services. In providing these services, we may process personal data about customers, potential customers, and other individuals connected to a booking. We act as a data controller for the personal data described in this Privacy Policy.

2. What Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. Depending on the service you request, we may collect the following categories of information:

Identity details such as your name.
Contact details such as your phone number and email address.
Address details including pickup and delivery addresses.
Booking information such as service date, moving requirements, inventory details, and access instructions.
Payment and billing information where required to process invoices or payments.
Communication records including messages, notes, and correspondence relating to your enquiry or booking.
Service history such as previous bookings, preferences, and any complaints or feedback.
Technical information if you contact us electronically, which may include basic device or usage details used for security and service improvement.

We do not intentionally collect sensitive personal data unless it is necessary and you choose to provide it, or unless we are required to do so by law. If such information is provided, we will handle it carefully and only for a legitimate reason.

3. How We Use Personal Data

We use personal data only where we have a lawful basis to do so. The main purposes for which we use your information are:

To provide quotations and respond to enquiries.
To arrange, manage, and carry out moving and transport services.
To confirm bookings and communicate service updates.
To issue invoices, process payments, and maintain financial records.
To deal with complaints, claims, or service issues.
To maintain internal records and improve service quality.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, and customers from fraud or misuse.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected, unless we have a lawful basis to do so or you have given permission.

4. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, arranging a booking, delivering the service, and handling payment.

Legal Obligation

We may process data when required to comply with legal duties, such as accounting, tax, insurance, or record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests do not override your rights. This may include managing enquiries, improving services, maintaining security, and protecting against fraud or disputes. We always assess whether such use is appropriate and proportionate.

Consent

In limited cases, we may rely on your consent, for example if you choose to receive certain optional communications. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We do not sell your personal data. We may share information only where necessary to operate our business and deliver our services. This may include trusted processors and third parties who help us provide services on our behalf.

Examples of processors may include:

Payment service providers who handle card or online payments securely.
Accounting and bookkeeping providers who support invoicing and financial records.
IT and cloud storage providers who store or secure business data.
Communication service providers who assist with email, messaging, or telephone systems.
Professional advisers such as insurers, auditors, or legal advisers where necessary.

Where processors handle personal data on our behalf, they are required to act only on our instructions and to protect the data using appropriate security measures. We ensure that any sharing is limited to what is necessary and that data protection responsibilities are in place.

6. International Transfers

Where any service provider stores or processes data outside the UK, we take appropriate steps to ensure your information remains protected. This may include the use of approved safeguards and contractual protections required under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, and business requirements. Retention periods vary depending on the type of record and the context of the service.

Booking and service records are generally retained for a period necessary to manage the service and handle any follow-up issues.
Financial and invoice records are retained for the period required by tax and accounting law.
Complaint or dispute records may be retained for longer where needed to resolve issues or defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to reflect the nature of the information we hold and the risks involved. While no system can be guaranteed to be entirely secure, we work to keep data safe and to limit access to authorised persons only.

9. Your Data Protection Rights

You have a number of rights under data protection law. These rights may be subject to certain conditions or exemptions, but we will always consider your request carefully. Your rights may include:

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 information.
Right to erasure — to request deletion of your personal data in certain situations.
Right to restriction — to ask us to limit how we use your data in certain circumstances.
Right to data portability — to receive some of your data in a structured, commonly used format where applicable.
Right to object — to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent — where we rely on consent, you may withdraw it at any time.

If you exercise one of these rights, we may need to verify your identity before responding. We aim to deal with requests within the time limits set by law.

10. Complaints and Supervisory Authority

If you have concerns about how we use your personal data, you can raise them with us so we can review the matter. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe your data protection rights have been breached. We encourage you to contact us first where possible so that we can try to resolve the issue promptly.

11. 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 protection practices. Any updated version will apply from the date it is published. We encourage you to review this policy periodically so you remain informed about how your data is handled.

12. Summary of Our Commitment

Man With Van Kew is committed to protecting personal data and respecting your privacy. We only collect information that is relevant to our services, use it for clear and lawful purposes, share it carefully with trusted processors, and keep it only as long as necessary. We also respect your rights and aim to manage all personal data in a transparent and responsible way.

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