Privacy Policy

Man with Van Kings Cross Privacy Policy

This Privacy Policy explains how Man with Van Kings Cross collects, uses, stores, and protects personal data relating to customers and prospective customers. It applies to all Man with Van Kings Cross customers and enquiries in the Kings Cross area and surrounding locations where our services are offered. We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who We Are and Scope of this Policy

Man with Van Kings Cross provides moving, transport, and related services to individuals and businesses. For the purposes of data protection law, Man with Van Kings Cross is the data controller in relation to the personal data described in this Privacy Policy. This Policy applies whenever you interact with us as a customer or potential customer in the Kings Cross area, including when you contact us, request a quotation, make a booking, or receive services.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you, depending on how you engage with us and which services you use:

Identification and contact details, such as your name, postal address, collection and delivery addresses, and other contact details you provide. Booking and service information, such as dates and times of your move or transport service, property access details you choose to share, inventory lists or descriptions of items, and any special instructions relating to your booking. Communication records, including information contained in enquiries, messages, and other communications you send to us, and any notes we make in relation to your enquiries or bookings. Payment-related information, such as records of payments made and the method of payment. We do not intentionally store full card numbers or security codes when payments are processed by third-party payment providers. Technical information, such as your approximate location when you contact us, basic device and browser information, and data collected through cookies or similar technologies where used on our website or digital platforms. This may include IP address and information about how you navigate our site.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quotation, make a booking, or ask a question. This may be by phone, online forms, messages, or in writing. We also collect data when we deliver services at your premises or another location you specify. In some cases, personal data is provided to us by third parties where they book services on your behalf, for example a family member, friend, landlord, or business partner. We may receive limited technical and analytics data from providers of analytics or advertising technologies that are used to understand how our website is accessed and used.

Lawful Basis for Processing Your Data

We process your personal data only where we have a valid lawful basis under the GDPR and relevant data protection laws. The main legal bases we rely upon are:

Performance of a contract. We use your data to provide quotations, confirm bookings, deliver man and van services, communicate with you about your booking, and handle any related queries or disputes. Legitimate interests. We use certain data to manage and improve our business, including keeping basic records, ensuring the security of our staff and vehicles, responding to enquiries, maintaining accurate accounts, and improving our services. When relying on legitimate interests, we balance our interests against your rights and expectations and only process data that is necessary and proportionate. Legal obligations. We may process and retain certain data to comply with legal and regulatory requirements, including tax, accounting, and record-keeping obligations, and to respond to lawful requests from public authorities. Consent. In limited circumstances, and where required by law, we may rely on your consent, for example for certain types of marketing communications or optional cookies. Where we rely on consent, you can withdraw it at any time using the contact methods you used to engage with us.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotations and estimates for our man and van services, including assessing your needs, understanding access requirements, and planning resources. To confirm and manage bookings, including contacting you about dates, times, locations, and any changes or updates to your booking. To deliver our services safely and efficiently, for example by using addresses, contact details, and service notes you supply. To manage our relationship with you, including handling queries, complaints, and feedback about our services. To maintain business records, accounts, invoices, and tax records, and to manage payments and refunds. To ensure security and prevent fraud or misuse of our services, and to protect our legal rights, for example in connection with disputes, claims, or complaints. To analyse and improve our services, including reviewing how you use our services, assessing customer satisfaction, and making improvements to our operations and website.

Data Sharing and Use of Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to process your data in accordance with our instructions and must implement appropriate security measures. Categories of processors and third parties we may use include:

Payment service providers that handle card payments and other transactions on our behalf. IT and hosting providers that store data and support our website, booking systems, and communications. Business support and professional advisers, such as accountants or legal advisers, where necessary for our legitimate interests and legal obligations. Service support partners, such as subcontracted drivers or removals partners, where needed to fulfil your booking or provide specialised services, and only to the extent necessary for delivering the service.

We do not sell your personal data. We only share it when necessary for the purposes set out in this Privacy Policy, or where we are required or permitted to do so by law.

Data Retention

We retain your personal data only for as long as is necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. In general:

Quotation and enquiry information may be kept for a reasonable period to manage follow-up enquiries and to understand demand for our services. Booking and service records, including invoices and payment information, are typically kept for several years in line with tax and accounting rules. Communication records and complaint information may be retained for as long as needed to address issues and protect our legal rights.

When personal data is no longer required, we take steps to securely delete or anonymise it so that it can no longer be linked to you.

International Transfers

Our core operations are based in the United Kingdom. Where personal data is transferred outside the UK or the European Economic Area by our processors or service providers, we require that appropriate safeguards are in place, such as standard contractual clauses or other protections recognised by data protection law, to ensure that your rights remain protected.

Your Data Protection Rights

You have a number of rights in relation to your personal data under the GDPR and relevant data protection laws. These include:

The right of access. You can request confirmation of whether we hold personal data about you and receive a copy of that data, together with certain information about how it is processed. The right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you. The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other legal basis for processing. The right to restrict processing. You may request that we restrict the processing of your data in certain situations, such as when you contest the accuracy of the information or object to our processing. The right to object. You have the right to object to processing that is based on our legitimate interests, including profiling on that basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims. The right to data portability. In certain situations, you can request that we provide your personal data in a structured, commonly used, machine-readable format or ask us to transmit it to another controller where technically feasible. The right to withdraw consent. Where we rely on your consent to process your data, you can withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those staff and processors who need it for legitimate business purposes and requiring them to handle it confidentially.

Complaints and Contact

If you have concerns about how we handle your personal data or wish to exercise any of your data protection rights, you can contact us using the same communication channels you used to enquire or book our services. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve your concerns directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data, or legal requirements. When we make significant changes, we will take reasonable steps to make you aware. The current version of the Privacy Policy will always apply to your interactions with Man with Van Kings Cross in the Kings Cross area and any other areas where we provide our services.