Privacy Policy

Man With Van Keston is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information relating to our customers, prospective customers, and other individuals whose data we process in connection with our moving and transport services. This policy applies to all Man With Van Keston customers in the area where our services are provided.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Man With Van Keston acts as the data controller for personal data collected in the course of providing our services. This means we decide how and why your personal data is processed. We only process personal data where we have a valid legal reason to do so and only for the purposes described in this policy.

2. Information We Collect

We collect only the information necessary to provide our services, manage our business, and meet our legal obligations. The types of data we may collect include:

Identity information such as your name and title;
Contact information such as telephone number and email address;
Service details such as collection and delivery addresses, property access information, preferred moving dates, inventory details, and service instructions;
Payment and transaction data such as billing records, payment confirmation, and invoice details;
Communication records including emails, messages, and notes from calls or enquiries;
Technical information if you interact with our digital systems, such as IP address, device information, or basic usage data;
Special category data only where strictly necessary and with appropriate safeguards, for example if you voluntarily provide information about mobility needs or access requirements.

We do not seek to collect unnecessary personal data. Please only provide information that is relevant to your enquiry or booking.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations;
To arrange, deliver, and manage moving and transport services;
To communicate about bookings, scheduling, and service updates;
To process payments and maintain financial records;
To handle customer service requests, complaints, and feedback;
To comply with legal, tax, accounting, and regulatory obligations;
To prevent fraud, misuse, or unlawful activity;
To improve our operations, service quality, and internal administration.

We will not use your personal data for purposes that are incompatible with those described above unless we are legally permitted to do so or we notify you in advance.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every use of personal data. Depending on the context, 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 preparing a quote, confirming a booking, completing a move, or managing service-related communications.

Legal Obligation

We may process and retain data where required to comply with the law, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving our services, responding to customer enquiries, maintaining business records, and protecting against fraud or misuse. We ensure that any such processing is proportionate and respectful of your privacy.

Consent

In limited situations, we may rely on your consent. Where consent is used, you have the right to withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary for the purposes described in this policy. These third parties may act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

IT and hosting providers who support our systems and data storage;
Email, communication, and scheduling tools used to manage bookings and correspondence;
Payment service providers who help process transactions securely;
Accounting and invoicing services used for financial administration;
Professional advisers such as insurers, accountants, or legal advisers where necessary.

We require processors to handle data securely, only on our instructions, and in accordance with data protection law. We do not sell your personal data. If data is shared with a third party acting as an independent controller, that party will be responsible for its own privacy practices.

6. International Transfers

If any of our processors or systems are located outside the UK, we will take appropriate steps to ensure that your personal data is protected to a standard consistent with UK GDPR. This may include the use of approved contractual safeguards or transfers to countries recognised as providing an adequate level of protection.

7. Data Retention

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

Enquiry data may be kept for a limited period after the enquiry has been resolved;
Booking and service records are generally retained for the duration of the service and for a reasonable period afterwards;
Financial and invoicing records are retained for the period required by tax and accounting law;
Complaint or dispute records may be kept longer where needed to resolve the issue or defend a legal claim.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and limited access to data on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the nature of the data we process.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions, but we will always consider and respond to your request in accordance with the law. Your 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 information;
Right to erasure – to ask us to delete your data in certain circumstances;
Right to restrict processing – to request that we limit how your data is used in certain situations;
Right to data portability – to request a copy of certain data in a structured, commonly used format;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where processing is based on consent;
Right to complain – to lodge a complaint with the Information Commissioner’s Office if you believe your data has been mishandled.

We encourage you to contact us first so we can try to resolve any concern quickly and fairly. Exercising your rights will not usually involve any charge, although repeated or unfounded requests may be dealt with in line with applicable law.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult with appropriate authority. If we become aware that we have collected data inappropriately, we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data processing practices. Any changes will take effect when the updated policy is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

12. Summary of Our Commitment

Man With Van Keston processes personal data responsibly, lawfully, and only where necessary to provide our services and meet our obligations. We aim to be transparent about what we collect, why we collect it, who may process it, how long we keep it, and what rights you have. We respect your privacy and will continue to handle your information with care, security, and accountability.