Privacy Policy - Man With Van Seven Kings

This Privacy Policy explains how Man With Van Seven Kings collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related removal services. It applies to all Man With Van Seven Kings customers in the area, including individuals and businesses who request or use our services, make an enquiry, receive a quote, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Man With Van Seven Kings is a service provider operating in the Seven Kings area and surrounding locations. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal data is processed.

2. Personal data we collect

We only collect personal data that is relevant and necessary for providing our services, managing enquiries, and meeting legal and operational obligations. Depending on how you interact with us, we may collect the following types of information:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information including moving dates, property access details, item lists, and service preferences.
Payment information where needed for invoicing, payment processing, or refund handling.
Correspondence records such as emails, messages, call notes, and complaint details.
Operational data such as delivery instructions, parking notes, and access requirements.
Technical data if you contact us through digital channels, such as device or usage information generated automatically.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such data is shared with us incidentally, we will only process it where permitted by law and where appropriate safeguards are in place.

3. How we use personal data

We use personal data to deliver our services effectively and to manage our relationship with you. Typical purposes include:

responding to enquiries and providing quotations;
booking, scheduling, and delivering removal or van services;
communicating about service changes, delays, or instructions;
issuing invoices, receiving payments, and managing accounts;
handling complaints, disputes, and service feedback;
maintaining records for business administration and legal compliance;
protecting against fraud, misuse, and security incidents;
improving our service quality and customer experience.

We will only use your data for purposes that are compatible with the reason it was originally collected, unless we have a lawful basis to do otherwise and you are informed where required.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. The lawful bases we rely on may include:

Contract – processing is necessary to take steps at your request before entering into a contract, and to perform our contract with you, such as arranging and completing a move or van service.
Legal obligation – processing is necessary to comply with legal requirements, including tax, accounting, and record-keeping obligations.
Legitimate interests – processing is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing our operations, maintaining service records, preventing fraud, and improving services.
Consent – in limited cases, we may rely on your consent, for example where it is required for certain optional communications or specific types of data use. You may withdraw consent at any time where it is the lawful basis used.

Where we rely on legitimate interests, we assess the impact on your privacy and only proceed when appropriate safeguards are in place. We do not use your data in ways that are unfair or unexpected.

5. Sharing personal data with processors and other recipients

We may share personal data with trusted third parties where necessary for service delivery, business administration, or legal compliance. These third parties act either as processors or, in some cases, independent controllers.

Processors

Processors are organisations that process personal data on our instructions and on our behalf. They are required to keep data secure and to use it only for the agreed purpose. Examples may include:

IT and cloud storage providers;
email, communications, and messaging service providers;
accounting, invoicing, and bookkeeping software providers;
payment processing providers;
customer management or scheduling tools;
professional advisers acting under confidentiality obligations.

We only engage processors that provide suitable guarantees regarding confidentiality, security, and lawful processing. Where required, we put written data processing agreements in place.

Other recipients

We may also disclose personal data where necessary to:

public authorities, regulators, or law enforcement agencies;
courts or legal advisers in connection with a dispute or claim;
our insurers where a claim or incident must be assessed;
other parties where you instruct us to share information or where it is necessary to complete a service.

We do not sell your personal data.

6. International transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place before the transfer occurs. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent legal mechanisms approved for UK data protection compliance.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. Retention periods vary depending on the nature of the data and the service provided. In general:

quotation and enquiry records are kept for a reasonable period to manage follow-up questions and business records;
booking, invoice, and payment records are retained for tax and accounting purposes;
correspondence and complaint records are retained for as long as needed to resolve issues and defend legal claims;
technical or security logs are retained for limited periods to maintain system integrity and prevent misuse.

When data is no longer required, we will delete it securely, anonymise it, or otherwise ensure it is no longer identifiable.

8. Data security

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, password protection, staff awareness, and restricted data sharing. While no system can be completely risk-free, we work to maintain a level of security appropriate to the nature of the data we handle.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

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 circumstances.
Right to restriction – to ask us to limit the way we use your data in certain situations.
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 lodge a complaint with the Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise concerns promptly so we can try to resolve them first.

10. Children’s data

Our services are generally intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is necessary in the context of a service arrangement and lawful to do so. If we become aware that we have collected child-related data without proper justification, we will take appropriate steps to delete or protect it.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated to customers. We recommend reviewing this policy periodically to remain informed about how we process personal data.

12. Summary of our approach

Man With Van Seven Kings only processes personal data where it is necessary, lawful, and proportionate. We use information to provide dependable moving and van services, manage our business, and meet legal obligations. We share data only with trusted processors or other recipients when needed, retain it for appropriate periods, and respect your rights under data protection law. By using our services, you acknowledge that this policy applies to all Man With Van Seven Kings customers in the area.