Privacy Policy
Man and a Van Queen's Park Privacy Policy
This Privacy Policy explains how Man and a Van Queen's Park collects, uses, shares and protects personal data relating to customers and prospective customers. It applies to all Man and a Van Queen's Park customers and service users within our operating area, including individuals and businesses who contact us, request a quote, make a booking or otherwise use our services.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and any other applicable data protection laws. This Privacy Policy describes the types of personal data we collect, the lawful bases we rely on, how long we keep your information, how we share it with third parties, and the rights you have in relation to your personal data.
Personal Data We Collect
We collect and process personal data that you provide to us directly, that arises from our service provision, and that we may receive from third parties in connection with our services. The types of personal data we may collect include the following:
Identification and contact details such as your full name, postal address, service address, contact address, and any other delivery or collection locations you provide to us. We may also collect your preferred method of contact.
Booking and service information such as details of your removal or transport requirements, inventory or description of items to be moved, dates and times of bookings, access and parking information, and any special instructions needed to complete the service safely and effectively.
Transaction and payment information such as payment method details, payment confirmations, invoices, records of charges and refunds, and related financial information needed to manage your booking and our accounts. We do not store full card details when payments are processed through secure payment providers.
Communication records such as information contained in enquiries, quotes, email or written correspondence, and notes of telephone conversations or messages relating to your booking or request for our services.
Technical and usage data such as basic details relating to how you contact us online, including the date and time of contact and the pages or forms you interact with if you use our website or online tools.
Purposes and Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so under data protection law. For Man and a Van Queen's Park, the main lawful bases are:
Contract. We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, planning and carrying out removals or transport, communicating with you about your booking, and handling payments and invoices.
Legitimate interests. We process personal data for our legitimate business interests, provided these interests are not overridden by your rights and interests. These purposes may include managing our operations, optimising routes and scheduling, responding to enquiries, improving our services, training staff, maintaining security, and exercising or defending legal claims.
Legal obligations. We may process personal data where necessary to comply with legal and regulatory obligations. This may include record keeping for tax and accounting purposes, responding to lawful information requests from authorities, and complying with health and safety requirements.
Consent. In limited cases, we may rely on your consent, for example for certain types of direct marketing communications where required by law. Where we rely on consent, you have the right to withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes, estimates and information about our services, based on the details you supply.
To accept, schedule and manage bookings, including planning routes, assigning vehicles and staff, and ensuring we can safely access the locations involved.
To deliver our removal and transport services, including handling and transporting your items in line with your instructions and our service terms.
To manage billing, process payments, issue invoices and receipts, and maintain financial records.
To respond to enquiries, questions or complaints and to provide customer support before, during and after your move or transport service.
To improve and develop our services, monitor service quality, manage our business operations and maintain accurate internal records.
To comply with legal obligations and cooperate with regulators or law enforcement where required.
To protect our rights, property and safety and the rights, property and safety of our customers, staff and others, including in relation to potential or ongoing disputes.
Data Sharing and Processors
We will not sell your personal data. We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy and where we have a lawful basis.
Service providers acting as data processors. We may use third party companies to help us provide our services and manage our business. These can include payment processing providers, accountancy or bookkeeping services, vehicle tracking or logistics systems, IT support providers, secure data storage or backup services, and communication or scheduling tools. These third parties act on our instructions and are required to protect your personal data in accordance with data protection law and our written agreements with them.
Professional advisers. We may share personal data with our professional advisers, such as accountants, insurers, auditors and legal advisers, where this is necessary for the provision of their services and subject to duties of confidentiality.
Authorities and legal requirements. We may disclose personal data to law enforcement agencies, regulatory bodies, government authorities or courts where we are required to do so by law or where this is necessary to establish, exercise or defend legal claims.
Other third parties. In limited cases, we may share data with third parties involved in a transaction at your request, for example where we coordinate with a storage provider or another contractor to complete your service.
International Transfers
Our core operations and storage of personal data are intended to take place within the United Kingdom or the European Economic Area. If we ever need to transfer your personal data outside of these locations, we will ensure that appropriate safeguards are in place, such as using countries that have been recognised as providing an adequate level of data protection or putting in place standard contractual clauses or equivalent protections required by law.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting and reporting obligations.
In general, customer and booking records, including contact details, service details and invoice information, are kept for a period that allows us to respond to queries about completed services, manage any complaints or claims, and comply with tax and accounting regulations. After the applicable retention period has expired, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
Where we rely on consent for certain processing activities, and you withdraw your consent, we will stop the relevant processing and either delete or anonymise the relevant data, unless we have another lawful basis or legal obligation to continue to keep it.
Security of Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures may include physical security for our premises and vehicles, restricted access to systems and records, secure disposal or deletion of information, and staff training on data protection and confidentiality.
While we strive to protect your personal data, no method of transmission or storage is completely secure. We cannot guarantee absolute security, but we work continually to maintain and improve our safeguards in line with legal requirements and good practice.
Your Data Protection Rights
Under data protection law, you have several rights in relation to the personal data that we hold about you. These rights apply to all Man and a Van Queen's Park customers in our service area, subject to certain legal conditions and exemptions.
Right of access. You have the right to request confirmation that we are processing your personal data and to request a copy of that data, together with information about how we use it.
Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for the processing.
Right to restrict processing. You may have the right to request that we restrict how we use your personal data in certain situations, such as while we are considering a request to rectify or erase your data.
Right to data portability. Where we process your personal data on the basis of consent or contract and by automated means, you may have the right to receive that personal data in a structured, commonly used and machine readable format and to request that we transmit it to another controller where technically feasible.
Right to object. You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. You also have the right to object at any time to the use of your personal data for direct marketing.
Rights in relation to automated decision making. You have rights in relation to automated decision making and profiling where this has a legal or similarly significant effect on you. Man and a Van Queen's Park does not carry out automated decision making that produces such effects in relation to our customers.
If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. We will respond within the time limits set by data protection law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices or applicable law. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
