Privacy Policy - Man With Van Queenspark

This Privacy Policy explains how Man With Van Queenspark collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Queenspark customers in the area, including individuals who request quotes, make bookings, receive removals or delivery services, or otherwise interact with us in connection with our van and moving services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We collect only the personal data that is necessary to provide and manage our services effectively. Depending on how you interact with us, this may include the following categories of information:

Identity data such as your name, title, and any business or household name relevant to the booking.
Contact data such as your address, email address, and telephone number.
Service details including pickup and drop-off locations, moving requirements, date and time preferences, item descriptions, and access information.
Payment data such as payment status, invoicing details, and limited transaction records. We do not store unnecessary full payment card details where a secure payment processor is used.
Communication records including messages, booking notes, complaints, and other correspondence related to our services.
Technical and usage data where applicable, such as basic device or browser information if you interact with our digital systems.
Special category data only if you choose to provide it and only when required to meet a specific request, for example where accessibility needs must be considered. We handle such data with extra care and only where permitted by law.

We do not seek to collect more information than is necessary. Providing accurate information helps us deliver the service safely and efficiently.

2. How We Use Personal Data

We use personal data for specific and legitimate purposes connected with our moving and van services. These purposes include:

responding to enquiries and providing quotations;
confirming and managing bookings;
planning routes, schedules, and vehicle allocation;
delivering items and completing removals or transport services;
issuing invoices, processing payments, and maintaining financial records;
handling customer support, complaints, and service updates;
meeting legal, tax, accounting, and insurance obligations;
protecting our services, staff, vehicles, and customers from misuse or fraud;
improving our operations, service quality, and internal record keeping.

We will only use your personal data for a purpose that is compatible with the reason it was collected, unless we obtain your consent or are otherwise permitted by law to do so.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes quoting, confirming bookings, carrying out the move, and managing payment and service delivery.

Legal Obligation

We may process data where we must comply with legal requirements, such as accounting, tax, insurance, record keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This can include managing customer relationships, preventing fraud, securing our operations, and improving services. We always consider whether such use is proportionate and appropriate.

Consent

In limited cases, we rely on your consent, for example where you voluntarily provide information that is not required for a booking or where permission is needed for a specific optional purpose. Where consent is used, you can withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties when necessary to operate our services, fulfil legal requirements, or protect our legitimate interests. These third parties may act as data processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

Payment processors that securely handle transactions;
Accounting and invoicing providers that support financial administration;
IT, hosting, and cloud service providers that store or maintain business systems;
Communication providers that support email, messaging, or call management;
Professional advisers such as insurers, legal advisers, or auditors where necessary;
Subcontractors or operational partners assisting with the delivery of the service, subject to confidentiality and data protection obligations.

Where processors handle personal data on our behalf, they are required to act only on our instructions, apply appropriate security measures, and keep information confidential. We do not sell your personal data.

We may also disclose information if required by law, court order, regulatory request, or to establish, exercise, or defend legal claims. Any sharing is limited to what is necessary and proportionate.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The retention period may vary depending on the type of data and the nature of the service provided.

Booking and service records are generally kept for a reasonable period to manage disputes, confirm service history, and handle follow-up enquiries.
Financial and tax records are typically retained for the period required by law.
Customer communications may be retained for a period that allows us to resolve questions, complaints, or claims.
Inactive or unnecessary data is securely deleted or anonymised when it is no longer needed.

When data is no longer required, we take appropriate steps to delete, anonymise, or securely archive it. In some cases, we may need to retain information for a longer period if required by law or to protect against legal claims.

6. Data Security

We use reasonable 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 data on a need-to-know basis.

Although no system can be guaranteed to be completely secure, we aim to maintain a level of protection appropriate to the risks involved. We continuously review our practices to improve security and privacy safeguards.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions under data protection law. They include:

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 data.
Right to erasure – in certain circumstances, you can ask us to delete your personal data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – you may request that data you provided to us be transferred to you or another service provider, where technically feasible and legally applicable.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time without affecting prior lawful processing.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits set by law and will provide clear information about the action taken or any lawful reason for refusing a request.

8. Children’s Data

Our services are intended for adults or authorised representatives arranging moving and transport services. We do not knowingly collect personal data from children except where it is unavoidably included in service-related records and only to the extent necessary. If we become aware that data has been collected incorrectly, we will take steps to address it appropriately.

9. International Transfers

Where any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place as required by law. These safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms. We only permit such transfers when they are necessary and appropriately protected.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Commitment

Man With Van Queenspark respects the privacy of every customer in the area we serve. We collect only the information needed to provide our services, process it under a valid legal basis, keep it for no longer than necessary, and share it only with trusted processors or where required by law. We also respect your rights and aim to handle all personal data in a transparent, secure, and lawful manner.

This Privacy Policy applies to all Man With Van Queenspark customers in the area.