Man with Van Keston Privacy Policy

This Privacy Policy explains how Man with Van Keston collects, uses, stores and protects your personal data when you use our services. It applies to all Man with Van Keston customers and prospective customers within our operating area, including individuals, households and business clients who contact us, request a quotation, or book our services.

We are committed to complying with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act. This policy is intended to give you clear, transparent information about our data practices and your rights.

Personal Data We Collect

We only collect personal data that is necessary to provide and manage our services. The types of data we may collect include:

Name and contact details such as your full name, postal address, service address, billing address, and any other address relevant to your move or delivery, and your preferred contact details such as mobile number or other telephone number if provided, and any other contact details you choose to share.

Booking and service information such as details of your requested service, including collection and delivery locations, dates and times, access details for properties, type and volume of items to be moved, special handling requirements, and any other information you provide that is relevant to planning and delivering the service.

Payment and billing information such as records of payments made, payment method used and necessary billing information required for accounting and tax purposes. We do not store full payment card details. Where electronic payment services are used, payment details are handled by secure third-party payment processors.

Communication records such as records of your communications with us including enquiries, quotation requests, booking confirmations, feedback, complaints, and any other correspondence relevant to our services.

Technical and usage data such as limited technical information that may be collected when you use our online forms or visit our website, such as the date and time of your request and basic analytics information used to improve our services. We do not seek to identify individuals from basic technical data unless it is necessary for security, fraud prevention or legal reasons.

Lawful Bases for Processing Your Data

We rely on one or more of the following lawful bases to process your personal data:

Contract. We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming and managing bookings, delivering our man and van services, communicating with you about your booking, and handling any follow-up queries or issues.

Legal obligation. We process data where necessary to comply with our legal obligations, including accounting, taxation, record keeping and responding to lawful requests from authorities.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing and improving our services and operations, preventing fraud or misuse, handling customer service queries, and keeping reasonable records of our interactions with customers and potential customers.

Consent. In limited circumstances we may rely on your consent, for example where you have explicitly agreed to receive certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations and respond to enquiries. When you contact us to ask for information or request a quotation, we use your details to respond, prepare your quote, and follow up if necessary.

To manage bookings and deliver services. We use your data to confirm bookings, plan routes and logistics, deliver your requested service, coordinate with you or other relevant contacts on the day of service, and keep you informed about timing or changes.

To process payments and maintain accounts. We use billing and payment records to process payments, issue invoices or receipts, and keep accurate financial records as required by law.

To provide customer support. We may use your data to handle feedback, resolve issues or complaints, and provide after-service assistance where needed.

To improve and protect our business. We may use aggregated or anonymised information to review service performance and customer trends. We may also use limited personal data to protect against fraud, misuse or unlawful activity and to ensure the security of our operations.

Data Sharing and Processors

We do not sell your personal data. We only share your data with trusted third parties where this is necessary and lawful. These third parties act as data processors or independent controllers depending on the circumstances.

Service providers. We may share relevant information with third-party providers who support our operations, such as payment processing services that securely process electronic payments, accounting or bookkeeping providers for financial record keeping, information technology or hosting providers who assist with secure storage and management of our digital records, and vehicle or logistics partners where they are involved in delivering part of your service.

Professional and legal advisers. We may share data with our professional advisers, such as accountants or legal advisers, where necessary to obtain advice or protect our rights.

Authorities and law enforcement. We may disclose personal data where required by law, regulation or court order, or where necessary to protect our rights, property, safety, or the rights, property or safety of others.

Whenever we use data processors, we require them to handle your personal data securely, only in accordance with our instructions, and in compliance with data protection law.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

Enquiries and quotation requests that do not lead to a booking may be retained for a limited period to enable us to respond to follow-up queries and to manage our business records.

Booking and service records are usually retained for a number of years after the end of the service to comply with legal, tax and accounting requirements and to deal with any potential queries, disputes or claims relating to the service provided.

Payment and financial records are kept for statutory retention periods required by tax and accounting laws.

After the relevant retention period has expired, we will either securely delete your personal data or irreversibly anonymise it so that it can no longer be linked to you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include access controls, secure storage, restricted access to personal data to those who need it for their role, and appropriate procedures for handling and disposing of records.

While we take reasonable steps to protect your information, no system or transmission can be guaranteed to be completely secure. You should also take reasonable steps to protect your data when communicating with us and when sharing any sensitive information.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to legal conditions and exemptions.

Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with certain information about how we use it.

Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data. This right is not absolute and may be limited where we need to retain data for legal or legitimate business reasons.

Right to restriction. You may have the right to ask us to restrict the processing of your personal data in specific situations, for example while we are investigating a concern you have raised about accuracy or lawful use.

Right to data portability. Where we process your personal data based on your consent or on a contract and the processing is carried out by automated means, you may have the right to receive the data you provided in a commonly used, machine-readable format and to have it transmitted to another controller where technically feasible.

Right to object. You have the right to object, on grounds relating to your particular situation, to certain types of processing based on our legitimate interests. We will stop processing your data for those purposes unless we can demonstrate compelling legitimate grounds or we need to continue the processing for legal reasons.

Rights in relation to consent. Where we rely on your consent, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can address your concerns directly where possible.

International Transfers

We generally seek to store and process personal data within the United Kingdom or the European Economic Area. If we ever need to transfer your personal data outside these regions, we will take steps to ensure that appropriate safeguards are in place so that your privacy rights continue to be protected in accordance with applicable law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. The updated version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we handle your personal data.

This Privacy Policy applies to all Man with Van Keston customers and prospective customers in our service area and is intended to be read together with any other notices we may provide in specific circumstances.