Privacy Policy - Man With A Van Kings Cross

This Privacy Policy explains how Man With A Van Kings Cross collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With A Van Kings Cross customers in the area, including individuals, households, landlords, tenants, businesses, and anyone else who uses or enquires about our 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 A Van Kings Cross acts as the data controller for personal data collected in connection with our services. This means we decide why and how your personal data is processed. We only process data that is necessary for providing our services, managing bookings, handling payments, communicating with customers, and meeting legal or regulatory obligations.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact details such as your telephone number, email address, and postal address.
Service details including collection and delivery addresses, moving requirements, inventory details, and preferred dates or time slots.
Payment information such as billing details and transaction records.
Communication records including enquiries, complaints, confirmations, and service updates.
Technical data such as IP address, device information, browser type, and usage data if you interact with our digital systems.
Access or property information where needed to complete a move safely and efficiently, such as entry instructions, parking details, or lift access information.

We generally do not collect special category data unless it is strictly necessary or you choose to provide it. If such data is ever required, we will only process it where a lawful basis applies and additional safeguards are in place.

3. How We Collect Data

We may collect personal data directly from you when you make an enquiry, request a quote, place a booking, communicate with us, or provide information during the delivery or moving process. We may also receive data from third parties where appropriate, such as landlords, letting agents, business clients, payment providers, or subcontracted service partners acting on our behalf.

In some cases, we may also collect information automatically through our systems or service tools, for example when emails are exchanged or records are created for operational and security purposes.

4. Purposes of Processing

We process personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, manage, and complete moves and transport services.
To verify identity and service details where needed.
To process payments, refunds, and account-related matters.
To communicate booking confirmations, updates, and service-related notices.
To maintain internal records, quality control, and business administration.
To resolve complaints, disputes, and claims.
To meet legal, tax, insurance, and regulatory obligations.
To improve our services, safety procedures, and customer experience.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose.

5. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing moving services, managing schedules, and processing payments.

Legal obligation

We may process data where necessary to comply with legal or regulatory requirements, including accounting, tax, insurance, fraud prevention, and record-keeping obligations.

Legitimate interests

We may process data for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include service management, maintaining business records, improving operations, preventing misuse, and defending legal claims. We always consider whether such processing is necessary and proportionate.

Consent

Where required by law, we will rely on your consent, for example for certain optional communications or non-essential processing. If we rely on consent, you have the right to withdraw it at any time.

6. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors or independent controllers depending on the nature of the service.

Processors may include:

Payment service providers.
IT and cloud storage providers.
Booking, scheduling, and customer management software providers.
Accountants and professional advisers.
Subcontractors or logistics partners assisting with a move or delivery.
Insurance providers, legal advisers, or dispute resolution services where necessary.

We require processors to act only on our instructions, to keep personal data secure, and to use appropriate technical and organisational measures. We do not sell personal data. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or suitable contractual protections.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including for legal, accounting, tax, insurance, and dispute resolution purposes. Retention periods depend on the type of record and the context in which it was created.

As a general rule:

Booking and service records are kept for a period necessary to manage the service and handle any follow-up issues.
Payment and invoice records are retained for the period required by tax and accounting laws.
Complaint and claims records are kept for as long as needed to resolve the matter and defend legal rights.
Routine correspondence is retained only as long as operationally necessary.

When data is no longer needed, it will be securely deleted, anonymised, or otherwise rendered inaccessible.

8. Data Security

We take reasonable and appropriate measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and service provider due diligence. While no system can be completely secure, we work to protect your information using proportionate safeguards.

9. Your Rights

Depending on the legal basis and circumstances of processing, you may have the following rights under data protection law:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format 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 UK Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

10. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this changes, we will update this policy and provide any required information about the logic involved and your rights.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for the provision of services and provided by an appropriate adult or authorised representative. Where we become aware that child-related data has been collected unintentionally, we will take reasonable steps to delete or secure it.

12. Changes to This Policy

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

13. Summary of Our Commitment

Man With A Van Kings Cross is committed to treating personal data with care, transparency, and respect. We collect only what we need, use it for lawful purposes, keep it no longer than necessary, and work with trusted processors under appropriate safeguards. This policy applies to all Man With A Van Kings Cross customers in area and is designed to support lawful, fair, and secure handling of your information.

We value privacy and aim to provide a service that is both efficient and compliant with data protection law.