Privacy Policy
Man with Van Kidbrooke Privacy Policy
This Privacy Policy explains how Man with Van Kidbrooke collects, uses, stores, and shares personal data relating to customers and potential customers in the Kidbrooke area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Kidbrooke customers and enquiries in the Kidbrooke area, whether you contact us online, by phone, or in person.
Who we are and scope of this policy
Man with Van Kidbrooke is a local removals and transport service operating in and around the Kidbrooke area. For the purposes of data protection law, Man with Van Kidbrooke is the data controller of the personal data described in this Privacy Policy. This means we decide how and why we use your personal information and are responsible for looking after it in accordance with applicable law.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we commonly collect include:
Identification and contact details, such as your name, home address, pick up and drop off addresses, billing address, and contact details including mobile or landline number and any other contact details you choose to provide to us when making a booking or enquiry.
Booking and service information, such as details of your requested move, preferred dates and times, type and quantity of items to be transported, property access information, parking details, and any instructions or notes relevant to your booking.
Communication data, including records of communications you send to us or receive from us in connection with enquiries, quotes, bookings, complaints, or feedback. This may include written correspondence and brief call notes taken by our team.
Payment and transaction information, such as details of payments made and received, the amount paid, payment method, and invoice details. We do not store full payment card numbers, security codes, or sensitive authentication data. Where card payments are used, these are processed by third party payment processors on our behalf.
Technical and usage information, which may include basic information about how you use any online forms or digital contact tools we provide, such as the date and time of your enquiry and the device or browser type. We do not seek to identify individual users from this technical information unless required for security or legal reasons.
How we collect your personal data
We usually collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us in any way about our services. In some cases, we may receive your details from another person who arranges a move on your behalf, such as a family member, landlord, or employer. We may also receive limited personal data from payment processors relating to completed or failed transactions.
Lawful basis for processing your data
We rely on the following lawful bases under data protection law to process your personal data:
Performance of a contract. We process your personal data to provide our services, including responding to enquiries, preparing quotes, managing bookings, transporting your belongings, issuing invoices, and handling any related aftercare. Without this information, we would not be able to deliver the service you request.
Legitimate interests. We process certain data for our legitimate business interests, such as managing our day to day operations, improving our services, training staff, preventing fraud, securing our systems, and handling queries or complaints. When we rely on legitimate interests, we consider and balance any potential impact on you and your rights.
Legal obligations. We may process and retain certain data where necessary to comply with our legal and regulatory obligations, including tax, accounting, and insurance requirements, and to assist law enforcement or regulatory authorities when required to do so.
Consent. In limited cases, we may rely on your consent, for example for certain forms of marketing or where required by law. When we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
How we use your personal data
We use your personal data for the following purposes:
To respond to enquiries, provide information about our services, and prepare and send quotations. To manage your booking and deliver removals and transport services, including planning routes and logistics and communicating with you about timing and access. To send you service messages, such as booking confirmations, updates, reminders, and follow up information about your move. To process payments, issue invoices, and maintain accurate records for accounting and tax purposes. To manage and respond to complaints, disputes, or claims. To improve our services, staff training, and customer experience, using aggregated and anonymised information wherever possible. To protect our rights, property, and safety, and the rights, property, and safety of our customers and third parties.
Data sharing and processors
We do not sell or rent your personal data to third parties. However, we may share your personal data with selected third parties where necessary for the purposes set out in this Privacy Policy.
Service providers and data processors. We may share personal data with trusted third party providers who supply services to us, such as payment processors, accounting or bookkeeping services, IT and hosting providers, and communication tools. These providers act as data processors and may only process your personal data in accordance with our instructions and for the purposes we specify. We require them to keep your information secure and to comply with data protection law.
Professional advisers and insurers. We may share personal data with our professional advisers, including accountants, legal advisers, and insurers, where necessary in connection with the management of our business, disputes, or claims.
Authorities and legal obligations. We may disclose your personal data where required to comply with legal obligations, court orders, or lawful requests from law enforcement agencies and regulatory bodies, or to establish, exercise, or defend legal claims.
International transfers
Where any of our service providers or their processing operations are located outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law. This may include using standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of protection.
Data retention
We keep your 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.
In practice, this generally means we retain booking and transaction records, including associated personal data, for up to seven years from the end of the relevant financial year, in line with tax and accounting rules. Enquiry information that does not result in a booking may be kept for a shorter period, typically up to two years, to help us manage repeat enquiries and monitor service demand.
When personal data is no longer required for the purposes for which it was collected, we will securely erase it or anonymise it so that it can no longer be linked to you.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures include access controls, secure storage, regular review of our data handling practices, and limiting access to personal data to personnel and processors who need it for legitimate business purposes and who are subject to confidentiality obligations.
Your data protection rights
Under data protection law, you have certain rights in relation to the personal data we hold about you. These rights apply to all Man with Van Kidbrooke customers in the Kidbrooke area, subject to specific legal conditions and exemptions. Your rights include:
Right of access. You have the right to request a copy of the personal data we hold about you, along with information about how we use it.
Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restrict processing. You may request that we restrict our use of your personal data in certain situations, for example while we check its accuracy or consider an objection you have raised.
Right to object. You have the right to object to our processing of your personal data when we rely on legitimate interests, including any direct marketing activities. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where processing is required for legal claims.
Right to data portability. In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine readable format, and to request that we transfer it to another controller where technically feasible.
Right to withdraw consent. Where we rely on consent as the lawful basis for processing your personal data, you have the right to withdraw your consent at any time.
How to exercise your rights or contact us
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact Man with Van Kidbrooke using the usual contact methods you use to arrange services with us. We may need to verify your identity before responding to your request.
You also have the right to raise concerns with the UK data protection regulator, the Information Commissioner's Office, if you are unhappy with how we have used your data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or changes in legal or regulatory requirements. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information.
