Privacy Policy - Man With A Van Queenspark

This Privacy Policy explains how Man With A Van Queenspark collects, uses, stores, shares, and protects personal data when providing services to customers in the Queenspark area. It applies to all Man With A Van Queenspark customers in the area, including individuals, households, landlords, tenants, and businesses that use our moving, collection, delivery, loading, unloading, and related services.

1. Who We Are

Man With A Van Queenspark acts as a data controller for the personal information we collect and use in connection with our services. This means we decide why and how your personal data is processed. We are committed to handling personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for our services. The information we may collect includes:

Identity data, such as your name and title.
Contact data, including your address, email address, and telephone number.
Service details, such as collection and delivery addresses, property access information, item descriptions, and preferred dates or times.
Payment data, such as billing information and payment confirmation details.
Communication records, including messages, enquiries, feedback, and service-related correspondence.
Transaction data, such as service history, quotations, invoices, and receipts.
Technical data where applicable, such as basic website or device usage information if you contact us through an online form or digital system.

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, or where we are legally required to do so. Please avoid sharing unnecessary sensitive information unless it is relevant to your service requirements.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and arrange moving or delivery services.
To manage bookings, schedules, access arrangements, and service instructions.
To communicate with you about your booking or enquiry.
To process payments, refunds, and account-related matters.
To keep records of services delivered and agreements made.
To handle complaints, claims, and customer support requests.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or are required by law to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstance, we rely on one or more of the following bases:

Contract – when processing is necessary to provide a quote, make a booking, perform a service, or take steps at your request before entering into a contract.
Legal obligation – when we must retain or disclose data to meet tax, accounting, insurance, safety, or other legal requirements.
Legitimate interests – when processing is necessary for our legitimate business interests, such as managing operations, improving services, responding to enquiries, and preventing fraud, provided your rights and freedoms do not override those interests.
Consent – where required, for example if we need your clear permission to use certain optional data or to send specific marketing communications.

Where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Information

We may share personal data with trusted third parties where necessary to deliver our services or comply with legal obligations. These third parties may act as processors or independent controllers depending on the context. Examples include:

Payment processors that handle card or bank transactions.
IT and cloud service providers that support secure storage, communication, or administration systems.
Accountants or bookkeeping providers supporting financial records and tax compliance.
Insurance providers or claims handlers where a claim or incident must be assessed.
Legal or regulatory bodies where disclosure is required by law.

We require third parties to process personal data securely, lawfully, and only for authorised purposes. We do not sell your personal data.

6. Processors

When we use external service providers to process personal data on our behalf, they act as data processors. Processors may only process data according to our instructions and are bound by contract to keep it secure and confidential. We select processors carefully and aim to ensure they have appropriate technical and organisational safeguards in place.

Processors may assist with:

secure data hosting and storage;
email and customer communication systems;
payment handling;
accounting and invoicing;
back-up and security services;
administrative support necessary for service delivery.

Man With A Van Queenspark remains responsible for ensuring that any processor handling data on our behalf meets GDPR standards.

7. International Transfers

If any personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised protection measures. We will take reasonable steps to ensure your data receives a similar level of protection wherever it is processed.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the service provided.

Booking and service records are typically kept for a period necessary to manage the contract, handle queries, and maintain business records.
Financial and invoicing data may be retained for the period required by tax and accounting law.
Correspondence and complaint records may be retained for a reasonable period to support customer service and legal defence.

When personal data is no longer needed, we will delete it securely or anonymise it where appropriate. We will not keep data indefinitely without a lawful reason.

9. Security of Your Data

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we work hard to safeguard your information.

10. Your Rights

Depending on the circumstances and applicable law, you may have the following rights in relation to your personal data:

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 data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain cases.
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.

If you want to exercise any of these rights, we will respond in line with data protection law. We may need to verify your identity before acting on your request.

11. Complaints and Supervisory Authority

If you have concerns about how your data is handled, you should contact us first so we can try to resolve the matter. You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us directly so that we can address your concerns promptly and fairly.

12. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for a booking or service arranged by a parent, guardian, or authorised adult. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply from the date it is published or otherwise made available. We recommend reviewing it periodically to understand how your data is protected.

By using the services of Man With A Van Queenspark in the Queenspark area, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.