Privacy Policy - Man And A Van Queenspark

Man And A Van Queenspark is committed to protecting the privacy and personal data of all customers in the Queenspark area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And A Van Queenspark customers in area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with our business.

1. Information We Collect

We collect only the personal data needed to provide moving, delivery, and related services safely and efficiently. The information we may collect includes:

Identity information such as your name, and where relevant, the name of the person acting on your behalf.
Contact information such as telephone number, email address, and service address.
Booking and service details including collection and delivery addresses, access instructions, dates, times, item descriptions, and special handling requirements.
Payment-related information such as billing details and payment records. We do not intentionally store full card information where payment processing is handled securely by third-party providers.
Communication records such as enquiries, confirmations, complaints, and service updates.
Technical information that may be collected when you use digital services, such as IP address, browser type, or device information, where applicable.
Special category data only if you voluntarily provide it and only where it is necessary for a specific service requirement, such as access needs or health-related handling instructions.

We aim to keep all data collection relevant, limited, and proportionate to the services requested.

2. How We Use Personal Data

We use personal data to manage our relationship with you and to deliver our services properly. This may include:

Providing quotes, confirming bookings, and arranging service times.
Planning routes, allocating staff, and managing vehicle capacity.
Communicating with you about service updates, access issues, or changes to your booking.
Processing payments, issuing invoices, and keeping financial records.
Handling complaints, claims, and service follow-up.
Maintaining internal records for quality control, operational planning, and legal compliance.
Protecting against fraud, misuse, or unlawful activity.

We only process data in ways that are fair, lawful, and transparent. We do not use personal information for unrelated purposes without notifying you and, where required, obtaining the appropriate consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, Man And A Van Queenspark may rely on one or more of the following bases:

Contract – processing is necessary to provide a quote, manage a booking, and perform the service you have requested.
Legitimate interests – processing is necessary for our legitimate business interests, such as improving service delivery, maintaining records, preventing fraud, and managing customer communications, provided your rights do not override those interests.
Legal obligation – processing is required to comply with tax, accounting, safety, or other legal requirements.
Consent – used in limited cases where we need your permission, for example for optional communications or for handling certain special category information where required by law.

Where we rely on legitimate interests, we assess the impact on your rights and freedoms and ensure that your privacy is protected.

4. Data Sharing and Processors

We may share personal data only when necessary and with appropriate safeguards. We may disclose information to:

Service processors who act on our behalf, such as payment providers, bookkeeping services, IT support providers, scheduling systems, and secure storage providers.
Professional advisers such as accountants or legal advisers, where necessary for compliance or dispute handling.
Public authorities or regulators if we are required to do so by law.
Insurance providers or claims handlers when a service-related incident or claim must be assessed.

All processors are required to handle personal data only on our instructions, keep it secure, and use it only for the services they provide to us. We do not sell your personal data. If data is transferred outside the UK, we will use lawful transfer mechanisms and appropriate protection measures.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, or reporting obligations. Retention periods may vary depending on the type of information and the service provided.

In general:

Booking and service records are kept for a reasonable period after completion to manage queries, disputes, and operational review.
Financial and tax records are kept for the period required by law.
Complaint and claims information is kept long enough to resolve the issue and defend legal rights if needed.
Information collected with consent is retained until consent is withdrawn or the purpose no longer applies.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and controlled manner.

6. Data Security

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, staff confidentiality obligations, and limiting access to those who need the information to perform their duties.

While no system is completely risk-free, we work to ensure that data is handled carefully, securely, and lawfully at all times.

7. Your Rights

As a customer, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these rights include:

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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with legal requirements. We may need to verify your identity before acting on your request.

8. Marketing and Communications

We do not send unsolicited marketing communications without a lawful basis. Where marketing is lawful and you have the right to object, you may opt out at any time. Service-related communications, however, may still be necessary to complete your booking or to provide important updates about your move or delivery.

9. Children’s Data

Our services are directed to adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidental and necessary for the service requested by an adult customer. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete or protect it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. The latest version will apply to all Man And A Van Queenspark customers in area. We encourage you to review this policy periodically so you remain informed about how your information is handled.

11. Complaints and Further Rights

If you believe your data has been handled improperly, you have the right to raise a complaint with the relevant data protection authority in the UK. We also encourage you to raise concerns directly so that we can address them promptly and fairly. We aim to deal with all privacy matters in a respectful, transparent, and timely manner.

By using the services of Man And A Van Queenspark, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.