Privacy Policy - Man And A Van Queens Park

Effective date: This Privacy Policy explains how Man And A Van Queens Park collects, uses, shares, stores, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man And A Van Queens Park customers in the area, including individuals, households, landlords, tenants, and businesses that engage our services.

We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK GDPR and the Data Protection Act 2018. Please read this policy carefully to understand your rights and how we process your information.

1. Who We Are

Man And A Van Queens Park provides removals and transport services, including loading, unloading, collection, delivery, and other moving-related support. In the course of delivering these services, we may process personal information about customers, recipients, contacts, and other individuals connected to a booking.

Data controller: For the purposes of applicable data protection law, the organisation responsible for deciding how and why your personal data is processed is the service provider operating under the name Man And A Van Queens Park.

2. Personal Data We Collect

We collect only the information necessary to provide and manage our services, comply with legal obligations, and maintain our business operations. Depending on how you interact with us, we may collect the following categories of data:

Identity details: name, title, and any additional identification details you provide.
Contact details: address, email address, and telephone number.
Service and booking details: moving dates, pickup and delivery locations, item lists, access requirements, property type, and instructions for the move.
Payment information: billing details, payment status, and transaction records. We do not retain more payment information than is necessary for accounting and legal purposes.
Communication records: messages, notes, complaints, quotes, and correspondence related to your booking or enquiry.
Operational information: notes about parking, access, stairs, lifting needs, or other service-related considerations.
Technical information: limited device or usage information if you interact with us electronically, such as basic log data.

We generally do not seek to collect special category data, such as health information, racial or ethnic origin, religious beliefs, or similar sensitive information. If you choose to share such data with us, for example because it is relevant to access arrangements, we will only process it where a lawful basis applies and where it is necessary and proportionate.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and arrange services;
to plan and complete removals, deliveries, and related work;
to communicate with you about bookings, scheduling, access, or service updates;
to manage payments, invoices, and accounting;
to handle complaints, disputes, and customer support requests;
to maintain records for business administration, fraud prevention, and service improvement;
to comply with legal and regulatory obligations;
to protect our rights, property, staff, and customers.

We only use your personal data for the purposes described above or for other purposes that are compatible with them.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. We rely on the following lawful bases depending on the situation:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as taking bookings, arranging collection and delivery, and administering payment.

Legal obligation

We may process personal data to comply with tax, accounting, record-keeping, insurance, or other legal requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, improving operations, preventing misuse, handling disputes, and maintaining internal records.

Consent

Where required by law, we will rely on your consent. If we rely on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Important: If we need to process special category data, we will ensure an additional condition under data protection law is met.

5. Sharing Your Data and Processors

We may share your personal data with carefully selected third parties that help us operate our services. These third parties act as processors when they process data on our behalf and according to our instructions.

Examples of processors and service partners may include:

Payment providers for processing card or electronic payments;
Accounting and bookkeeping providers for invoicing, tax, and financial record management;
IT, hosting, and software providers that support booking, storage, or communication systems;
Communication tools used for email, messaging, or scheduling;
Professional advisers such as insurers, lawyers, or consultants where necessary;
Subcontractors or crew members assisting with the completion of a service booking.

We may also disclose data where required by law, by a court order, or to public authorities, regulators, or law enforcement agencies.

We require our processors to protect personal data, use it only for authorised purposes, and implement appropriate security measures.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and operational requirements.

Booking and service records: retained for a period appropriate to manage the customer relationship, resolve disputes, and provide evidence of service completion.
Financial and tax records: retained for the period required by applicable law.
Communication records: retained for a reasonable period to support customer service, complaint handling, and business administration.
Compliance-related records: retained where necessary to meet legal, insurance, or regulatory obligations.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis.

While no system can be guaranteed to be completely secure, we continuously review our controls to protect the information we hold.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete data.
Right to erasure: request deletion of your data in certain circumstances.
Right to restriction: ask us to limit processing in certain cases.
Right to object: object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: receive certain data in a structured, commonly used, machine-readable format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute. In some cases, we may continue processing where permitted by law, such as for legal claims or compliance purposes.

9. International Transfers

If any service provider processes data outside the UK, we will ensure that appropriate safeguards are in place so your personal data remains protected in line with applicable data protection law.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is provided by an adult customer as part of a booking or service arrangement. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. The updated version will apply from the date it takes effect. We encourage customers to review this policy periodically.

12. Summary of Our Commitment

Man And A Van Queens Park processes personal data only where necessary, lawfully, and with respect for your privacy. We collect limited information to deliver moving services, use it for legitimate business and legal purposes, share it only with trusted processors or when required by law, and retain it only as long as needed. Customers in the Queens Park area can exercise their data protection rights at any time, subject to legal limits.