Privacy Policy - Man With Van Queenspark

This Privacy Policy explains how Man With Van Queenspark collects, uses, stores, shares, and protects personal data in connection with its moving, delivery, and related services. It applies to all Man With Van Queenspark customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Data We Collect

We collect only the personal data that is necessary for providing our services, managing our business, and meeting our legal obligations. The information we collect may include:

Identity information: full name, title, and any information needed to verify who you are.
Contact information: address, email address, and telephone number.
Service details: moving dates, collection and delivery addresses, inventory details, access instructions, parking or loading requirements, and preferences relating to the move.
Payment information: payment status, invoice details, and transaction records. We do not store card details unless necessary for secure payment processing through approved providers.
Communication records: messages, calls, complaints, enquiries, quotes, and other correspondence related to our services.
Operational information: notes needed for planning and completing a move, such as property access information or special handling requirements.
Technical information: limited information such as device or usage data if you interact with our digital systems, where applicable.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific reason, such as access arrangements that reveal health-related information. If such data is received, we will handle it with appropriate safeguards and only where a lawful basis applies.

2. How We Use Your Data

Your personal data is used for the following purposes:

to provide quotes and arrange moving services;
to plan, carry out, and manage removals and deliveries;
to communicate with you about bookings, changes, or service updates;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, and customer support requests;
to comply with legal, tax, accounting, and insurance obligations;
to improve our services, processes, and customer experience;
to maintain the safety and security of our operations, staff, and customers.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that it is necessary for another compatible purpose and that such use is permitted by law.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under GDPR. Depending on the situation, we rely on one or more of the following grounds:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, booking services, managing moves, and handling payment or service-related communication.

Legal Obligation

We may process your information where we must comply with legal requirements, including tax laws, accounting obligations, record-keeping rules, and insurance or regulatory duties.

Legitimate Interests

We may process your personal data for our legitimate business interests, such as improving our operations, preventing fraud, protecting property, managing customer relationships, and maintaining business records. Where we rely on legitimate interests, we ensure that our interests do not override your rights and freedoms.

Consent

In limited cases, we may rely on your consent, for example where it is required for specific optional communications or the handling of certain categories of information. You may withdraw consent at any time where consent is the legal basis for processing.

4. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary to operate our business, deliver services, or comply with legal obligations. These third parties may act as processors or, in some cases, as independent controllers.

Examples of processors and service providers may include:

accounting and bookkeeping providers;
payment processing services;
IT hosting, storage, and software providers;
email, communication, and customer management systems;
insurance, claims-handling, and risk management providers;
professional advisers such as lawyers or auditors, where needed.

Where a third party processes personal data on our behalf, they are required to follow our instructions, keep information secure, and use appropriate technical and organisational measures to protect the data. We do not allow processors to use personal data for their own unrelated purposes.

We may also disclose information if required by law, court order, or lawful request from a public authority. In addition, where necessary to complete a move, we may share limited service information with relevant parties involved in access, parking, building management, or delivery arrangements.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, insurance, or reporting requirements. The retention period depends on the type of data and the reason for holding it.

Customer and booking records are typically retained for the duration of the service relationship and for a reasonable period afterwards in case of queries or disputes.
Financial and transaction records are kept for the period required by tax and accounting law.
Communication records may be retained for customer service, dispute resolution, or evidence of instructions.
Claims or complaint records may be retained longer where needed for legal defence or insurance purposes.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer be linked to an individual.

6. Data Security

We use appropriate security measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, encryption where appropriate, and internal procedures for handling data safely.

Although no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and to ensure that personal data is protected in line with the nature of the information we hold.

7. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it. This may include using countries deemed adequate by the UK government or applying approved contractual protections. We take reasonable steps to ensure that overseas processing remains consistent with data protection standards.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis for processing.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain situations.
Right to restriction: you can ask us to limit how we use your data in some circumstances.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to object: you can object to processing based on legitimate interests or direct marketing.
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 within the time limits required by law. We may need to verify your identity before dealing with your request. In some cases, we may be unable to comply fully if legal obligations or legitimate grounds apply.

9. Complaints and Supervisory Authority

If you are unhappy with how we handle your personal data, you have the right to raise a concern. You also have the right to lodge a complaint with the UK Information Commissioner???s Office (ICO), the supervisory authority responsible for data protection matters in the UK.

We encourage you to contact us first so that we can try to resolve any issue quickly and fairly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or communicated. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

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