Privacy Policy - Man With A Van Queens Park

This Privacy Policy explains how Man With A Van Queens Park collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man With A Van Queens Park customers in the area, including people who enquire about our services, book a move, receive a quote, or otherwise interact with us in connection with our services.

We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read alongside any service terms that apply to a specific booking or arrangement.

1. Personal Data We Collect

We collect only the information that is reasonably necessary to provide our services, manage our business, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service addresses.
Booking and service information including moving dates, locations, property access details, inventory lists, special handling requirements, and service preferences.
Payment-related information such as payment status, billing records, and transaction references. We do not intentionally store full payment card details unless required through a secure payment provider.
Communication records including emails, messages, notes about calls, quotations, complaints, and feedback.
Usage and technical information where relevant, such as basic website or device information used for security and service improvement.
Additional information you provide when you request a quote, ask a question, report an issue, or give us instructions relating to the move.

In limited cases, we may also process special category data if you choose to disclose it and it is necessary to fulfil a service request or deal with an issue. For example, this may happen if health-related access needs affect the move. Where such data is processed, we will only do so where a valid legal condition applies and additional safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and confirm bookings.
To plan and carry out removals, deliveries, and related services.
To communicate with you before, during, and after a service.
To manage payments, invoices, and account records.
To respond to complaints, queries, or requests for support.
To improve our operations, service quality, and customer experience.
To maintain records for insurance, accounting, and legal compliance.
To protect our business, customers, staff, and property from fraud, misuse, or other unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and you have been informed where required.

3. Lawful Basis for Processing

We process personal data only where permitted under UK GDPR. Our main lawful bases are:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes handling enquiries, creating quotations, confirming bookings, delivering services, and managing payment or service administration.

Legal obligation

We may process data where we must comply with legal duties, such as tax, accounting, insurance, or record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing our operations, preventing fraud, improving service quality, and maintaining internal records.

Consent

Where required, we rely on your consent, for example in relation to certain marketing communications or where we process particular types of optional information. You may withdraw consent at any time where consent is the basis for processing.

Vital interests and other exceptional bases

In rare cases, we may process data to protect someone’s vital interests or as otherwise permitted by law.

4. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary to provide our services, operate our business, or comply with law. These third parties act as processors or independent controllers depending on the context. We take care to ensure appropriate data protection arrangements are in place.

Processors may include:

Payment providers that handle secure payment processing.
Accounting and bookkeeping providers who help manage financial records.
IT and cloud service providers who support data storage, email, scheduling, or system security.
Communication service providers used to send emails, messages, or service updates.
Insurance providers or claims handlers when dealing with incidents or claims.
Professional advisers such as accountants, legal advisers, or auditors.

We may also disclose information if required by law, court order, or a competent public authority. If our business is restructured, sold, or transferred, personal data may be shared with the relevant parties in connection with that transaction, subject to lawful safeguards.

We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, and insurance obligations. Retention periods depend on the type of data and the reason it is held.

Booking and service records are generally kept for the period needed to complete the service and manage any follow-up issues.
Financial records are retained for the period required by tax and accounting law.
Complaint or claim records may be kept for longer where necessary to defend legal claims or satisfy insurance requirements.
Enquiry records that do not result in a booking may be kept for a limited period for business follow-up and administrative purposes.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use 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, staff confidentiality obligations, and limited access to data on a need-to-know basis.

Although we work to protect your information, no method of transmission or storage is completely secure. If a data breach occurs, we will act in accordance with applicable data protection laws, including notifying affected individuals or regulators where required.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place, such as an adequacy decision or approved contractual protections, to ensure your information remains protected to an appropriate standard.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in certain circumstances, but we will always consider your request carefully.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – you may ask us to delete your data where there is a valid legal basis to do so.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request that certain data be provided to you or another controller in a structured format, where applicable.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may ask for information to verify your identity before responding. We aim to respond within the time limits set by law.

9. Marketing Communications

We may send limited service-related communications where necessary for bookings, customer service, or administration. Where we send marketing messages, we will do so only where permitted by law and, if needed, with your consent. You can opt out of marketing communications at any time.

10. Cookies and Similar Technologies

If we use online tools that place cookies or similar technologies on your device, these may be used for basic functionality, security, and performance monitoring. Where required, we will provide appropriate notice and obtain consent before placing non-essential cookies.

11. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a household move or related service. If we become aware that children’s data has been collected without proper grounds, we will handle it appropriately and securely.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our processing activities. The latest version will apply to your use of our services. We encourage you to review it periodically.

13. How We Apply This Policy

This Privacy Policy applies to all personal data processed by Man With A Van Queens Park in connection with services provided to customers in the area. By using our services, requesting a quote, or making a booking, you acknowledge that your personal data will be handled in accordance with this policy and applicable data protection law.

We are committed to respecting your privacy, keeping your data secure, and only using it where there is a lawful and necessary reason to do so.