Privacy Policy - Man And Van Kingscross

This Privacy Policy explains how Man And Van Kingscross collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Kingscross customers in the area, including anyone who requests, books, receives, or enquires about our moving and van services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Kingscross acts as the data controller for the personal data we collect in connection with our services. This means we decide why and how your personal information is used when you interact with us for quotations, bookings, service delivery, billing, customer support, or related communications.

2. Personal Data We Collect

We only collect data that is necessary for providing our services, managing our business, and meeting legal obligations. Depending on the nature of your enquiry or booking, we may collect the following categories of information:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service information including moving dates, locations, access details, inventory lists, and special handling requirements.
Payment information such as billing details and transaction records. We do not store full card details unless strictly necessary and permitted by law.
Communication records including emails, messages, complaints, feedback, and notes relating to your booking.
Technical data such as basic device, browser, and usage information if you interact with us through digital systems.
Legal or verification data where we need to confirm identity, prevent fraud, or comply with lawful requests.

We do not intentionally collect special category data unless you choose to provide it and it is required for a specific service reason. If such data is shared, we will handle it with extra care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data to manage our services efficiently and responsibly. Typical uses include:

Providing quotations and confirming bookings.
Planning and carrying out removals, deliveries, and related services.
Communicating with you about your booking, schedule, or service changes.
Processing payments, refunds, and accounting records.
Responding to enquiries, complaints, and customer support requests.
Maintaining internal records and service quality.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting against fraud, misuse, or unauthorized access.

We only use your data for purposes that are compatible with the reason it was collected. Where needed, we will inform you if we intend to use your information for a new purpose.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data. We rely on the following legal bases where appropriate:

Contract

We process your data when it is necessary to prepare for, enter into, or perform a contract with you. This includes managing bookings, completing a move, and handling payment-related administration.

Legal Obligation

We may process personal data where required to meet legal duties, such as tax compliance, accounting requirements, record keeping, and responding to lawful requests.

Legitimate Interests

We may use data for our legitimate business interests, provided these interests do not override your rights and freedoms. Examples include improving our services, preventing fraud, managing complaints, and maintaining business records.

Consent

In limited situations, we may ask for your consent, for example where it is needed for certain marketing activities or optional communications. You may withdraw consent at any time, although this will not affect processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in ordinary service delivery, but they may be relied upon in rare situations involving urgent safety or legal matters.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer period is required by law. Retention periods depend on the type of information and why it is held.

Booking and customer records are usually kept for a reasonable period to manage service history, disputes, and operational needs.
Financial and tax records are retained for the period required by law.
Correspondence and complaints may be retained for as long as needed to resolve issues and maintain business evidence.
Technical and security logs are kept only for limited periods unless needed for investigation or legal compliance.

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

6. Sharing Your Data and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to deliver our services, operate our business, or comply with law. These third parties may act as processors or independent controllers.

Examples of processors may include:

Payment service providers who handle transactions securely.
Accounting and bookkeeping providers who assist with financial records.
IT and cloud service providers who support data storage, communication, and system maintenance.
Customer management or scheduling tools used for operational administration.
Professional advisers such as insurers, auditors, or legal advisers where needed.

Where we use processors, we require them to process personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws. If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses where required.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and restrictions on unnecessary data access. While no system can be guaranteed completely secure, we work to protect your information in a careful and proportionate way.

8. 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 legal requirements.

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

To protect your privacy, we may need to verify your identity before responding to a request. We will respond within the time limits required by law and aim to handle requests promptly and fairly.

9. Children’s Data

Our services are intended for adults and businesses arranging removals or related transport services. We do not knowingly collect personal data from children except where it is incidentally provided in service-related communications and only where necessary and lawful.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will apply from the time it is made available. We encourage customers to review this policy periodically so they remain aware of how their information is handled.

11. Summary of Our Commitment

Man And Van Kingscross is committed to respecting your privacy and using personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it only for as long as necessary, and share it only with trusted processors or where required by law. These standards apply to all Man And Van Kingscross customers in the area, and we aim to manage every customer’s information with fairness, transparency, and security.