Privacy Policy - Man And Van Kew

Man And Van Kew is committed to protecting the privacy and personal data of all customers and website users in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in a way that is compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Kew customers in the area, including people who request a quote, book a service, communicate with us, or otherwise interact with our business.

1. Who This Policy Applies To

This Privacy Policy applies to all individuals who use or engage with Man And Van Kew in the area. This includes private customers, business customers, and any person whose personal data we receive in connection with our services. By using our services, you acknowledge that your personal information may be processed in accordance with this policy.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The information we may collect includes:

Identity data such as your name and, where relevant, the name of your business or organisation.
Contact data such as your address, email address, and telephone number.
Service details such as moving dates, collection and delivery addresses, access information, item descriptions, and special instructions.
Payment data such as payment confirmation, billing information, and transaction records. We do not store more financial information than is necessary to complete or evidence a payment.
Communication data such as messages, enquiries, complaints, and feedback.
Technical data such as IP address, browser type, device information, and usage data if you interact with digital systems used by our business.
Verification data where needed for fraud prevention, identity checks, or security.

We do not intentionally collect special category data unless it is necessary and you provide it voluntarily, for example if you include health-related access requirements in a booking request. Where such data is provided, we handle it with appropriate care and only for the specific purpose for which it was shared.

3. How We Use Your Data

We use personal data for legitimate business purposes connected to the services we provide. These purposes include:

providing quotations and managing bookings;
planning and carrying out removals, transport, loading, and related services;
contacting you about your booking, changes to timings, or service updates;
processing payments and maintaining transaction records;
responding to questions, complaints, and customer support requests;
meeting legal, tax, accounting, and insurance obligations;
protecting our business from fraud, misuse, or unlawful activity;
improving our services, internal processes, and customer experience;
maintaining records for operational and evidential purposes.

We process personal data only where we have a lawful reason to do so and only for purposes that are necessary, fair, and proportionate.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, arranging collection and delivery, and completing the agreed service.

Legal Obligation

We may process and retain certain information to comply with tax law, accounting requirements, record-keeping duties, and other legal obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This includes service improvement, business administration, fraud prevention, and defending legal claims.

Consent

In limited cases, we may ask for your consent, for example where it is appropriate to use optional data for a specific purpose. If we rely on consent, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for holding it.

Booking and service records are usually kept for a reasonable period after the service is completed in case of queries, disputes, or follow-up matters.
Payment and invoicing records are kept for the period required by tax and accounting laws.
Correspondence may be retained for as long as needed to manage a customer relationship or resolve an issue.
Technical and security logs are generally kept for a shorter period unless needed for security or legal purposes.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal data indefinitely.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties when necessary to provide our services, manage our operations, or comply with the law. These parties act either as independent controllers or as processors acting on our instructions.

Examples of processors and service providers may include:

IT and cloud storage providers;
accounting or bookkeeping services;
payment processing providers;
email and communication platforms;
administrative and operational software providers;
professional advisers such as insurers, legal advisers, or auditors where needed.

Where a third party acts as a processor, we require appropriate contractual safeguards so that your data is handled securely, lawfully, and only according to our instructions. We do not sell your personal data.

We may also disclose information where required by law, court order, regulatory request, or to protect our rights, customers, staff, or property.

7. International Transfers

Where any processor or system provider stores or accesses data outside the UK, we take appropriate steps to protect your information. This may include using approved transfer mechanisms and ensuring equivalent data protection safeguards are in place.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, password protection, secure storage, and limiting access to data to those who need it for business purposes.

However, no system can be guaranteed to be completely secure. If a personal data breach occurs and it poses a risk to your rights and freedoms, we will take the steps required by law, including notifying the relevant authorities and affected individuals where applicable.

9. Your Rights Under UK GDPR

You have important rights in relation to your personal data. Subject to certain legal conditions and exemptions, these rights 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 data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in specific situations.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or responsible adult in connection with a service request. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

11. Automated Decision-Making

We do not use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects. Any service decisions are reviewed by a person when necessary.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

At Man And Van Kew, we respect your privacy and handle your personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. This policy applies to all Man And Van Kew customers in the area, and our aim is to ensure your personal information is treated with care, transparency, and compliance at every stage.