Privacy Policy - Man With Van Kidbrooke

This Privacy Policy explains how Man With Van Kidbrooke collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related transport services. It applies to all Man With Van Kidbrooke customers in the area, including private customers, business customers, and anyone who enquires about or books our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Kidbrooke is a service provider offering van transport and moving assistance for local and surrounding-area customers. In relation to the personal data described in this policy, we act as a data controller when deciding why and how your information is processed. In some cases, we may also act on behalf of another organisation, in which case we will process data only according to their lawful instructions.

2. Personal Data We Collect

We collect only the information needed to provide and manage our services, respond to enquiries, meet legal obligations, and maintain operational records. The types of data we may collect include:

Identity details such as your name and, where needed, business name.
Contact details such as telephone number and email address.
Service details such as pickup and drop-off locations, property access notes, service dates, and item descriptions.
Payment and billing information where necessary to process charges, invoices, refunds, or accounting records.
Communication records including messages, booking notes, complaint details, and service-related correspondence.
Operational information such as job history, delivery instructions, and evidence of completed work.
Technical information if you contact us online, such as basic device or usage data generated by email systems or website forms, where applicable.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for the service, for example if access arrangements require health-related information. In such cases, we will only process it where lawful and appropriate safeguards are in place.

3. How We Use Personal Data

We use your data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and plan services;
to perform moving, collection, delivery, and loading tasks;
to communicate with you about arrangements, delays, or service updates;
to issue invoices, receive payments, and maintain financial records;
to handle complaints, disputes, or insurance-related matters;
to improve the quality, efficiency, and safety of our services;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or unlawful activity.

We only use personal data in ways that are compatible with the reason it was collected, unless a new lawful basis applies.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the situation, Man With Van Kidbrooke relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as arranging a move, managing a booking, confirming details, and completing the service you requested.

Legal Obligation

We may process data to comply with tax, accounting, insurance, transport, and record-keeping obligations, or to respond to lawful requests from authorities.

Legitimate Interests

We may rely on legitimate interests for service administration, business improvement, preventing fraud, keeping internal records, and handling routine communications, provided these interests do not override your rights and freedoms.

Consent

Where consent is required, we will ask for it clearly and separately. For example, if we need to use optional information for a purpose not covered by another lawful basis, we will seek your permission and you may withdraw consent at any time.

Vital Interests and Legal Claims

In rare cases, we may process information to protect someone’s vital interests or to establish, exercise, or defend legal claims. This is only used where strictly necessary.

5. Data Retention

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 category of data and the reason for processing.

Enquiry records may be kept for a limited period to manage follow-up communication and service continuity.
Booking and service records are kept for the duration of the customer relationship and afterwards for a reasonable period for dispute resolution and business records.
Financial and invoice records are generally retained in line with legal and accounting obligations.
Complaint or claim records may be kept longer if needed for insurance, legal defence, or regulatory purposes.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you. We do not retain personal data indefinitely.

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to provide our services, manage our business, or comply with the law. These third parties may act as processors or, in some cases, as independent controllers.

Processors We May Use

Payment service providers for taking and reconciling payments.
Accounting and bookkeeping providers for financial administration and tax compliance.
IT and cloud storage providers for secure storage, communication, and operational systems.
Communication providers for email, messaging, and call handling services.
Insurance or claims handlers where a service issue, loss, or damage report requires review.

Where we use processors, they are required to process data only on our instructions, keep it secure, and apply appropriate technical and organisational safeguards. We do not permit them to use your data for their own unrelated purposes.

Other Sharing

We may also disclose data where necessary to legal advisers, auditors, regulators, courts, law enforcement, or emergency services. If the business is reorganised, transferred, or sold, personal data may be transferred as part of that process, subject to legal safeguards.

7. International Transfers

If any service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. We take reasonable steps to protect your data wherever it is processed.

8. Data Security

We use appropriate security measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality requirements, and restricted data sharing. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly if a security issue occurs.

9. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data:

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 information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restrict processing – you may ask us to limit how we use your data in certain cases.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – you may request your data in a structured, commonly used format where the law allows.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you exercise a right, we may need to verify your identity before responding. We will respond within the time limits required by law.

10. Children’s Data

Our services are intended for adults or for adult-managed bookings. We do not knowingly collect children’s personal data unless it is incidentally included in service details and only where necessary for the booking or delivery process. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically so they remain informed about how personal data is handled.

12. Summary of Our Commitment

At Man With Van Kidbrooke, we value privacy and handle data with care. We collect only what is needed, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or when required by law. This policy applies to all Man With Van Kidbrooke customers in the area, and we aim to ensure every customer’s personal information is treated with fairness, respect, and accountability.