Privacy Policy - Man And Van Queens Park

This Privacy Policy explains how Man And Van Queens Park collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man And Van Queens Park customers in the area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with us. 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.

By using our services, you acknowledge that your personal information may be processed as described in this policy. We only collect data that is necessary for the purposes outlined below and take appropriate measures to keep it secure.

1. Data We Collect

We may collect and process different types of personal data depending on how you engage with us. This may include information you provide directly, information collected during the provision of services, and limited technical information when you contact us electronically.

Information you provide directly

Identity details such as your name and title
Contact details such as phone number and email address
Service details such as collection and delivery addresses, moving dates, item descriptions, and access information
Billing and payment-related details needed to process transactions or issue invoices
Communication records including messages, instructions, complaints, and feedback
Special service requirements such as storage needs, item fragility, or accessibility considerations

Information collected during service delivery

Job records such as booking history, service dates, and work completed
Operational information including route planning, scheduling details, and service notes
Proof of service where necessary, such as signatures or confirmation records

Technical information

Where you interact with us online or through electronic communications, we may collect limited technical data such as device type, browser type, general location, or log information. This data is used to maintain service performance, improve security, and support legitimate business operations.

2. How We Use Your Data

We use personal data only where it is necessary for legitimate and lawful purposes. The main reasons we process data are to:

Provide moving, transport, packing, and related services
Arrange quotations, bookings, and service schedules
Communicate with you about your job or request
Manage payments, invoices, and account administration
Respond to enquiries, complaints, or claims
Maintain internal records and service quality
Comply with legal, regulatory, and insurance obligations
Protect against fraud, misuse, and security incidents
Improve our operations, planning, and customer service

We do not use your personal data for purposes that are incompatible with the reasons for which it was collected unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for every use of personal data. Depending on the circumstances, we may rely on one or more of the following legal bases:

Performance of a contract — when processing is necessary to provide a quote, make a booking, or carry out a moving service you have requested
Legitimate interests — when we process data to operate and improve our services, manage customer relationships, maintain records, prevent fraud, or ensure security, provided your rights do not override those interests
Legal obligation — when we must retain or disclose information to comply with tax, accounting, employment, transport, or other applicable laws
Consent — where we rely on your clear permission for certain optional activities, and you may withdraw that consent at any time

Where special category data is ever collected, which is unlikely and only where strictly necessary, we will ensure an additional lawful condition applies and that appropriate safeguards are in place.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties when necessary to deliver services, manage operations, or meet legal requirements. These third parties act as processors or independent controllers depending on the context.

Processors may include:

Payment processors used to handle card or electronic payments
Accounting and invoicing providers supporting financial administration
IT and cloud service providers assisting with secure storage, communication, and system maintenance
Customer management or booking tools used to organise jobs and service records
Professional advisers such as insurers, auditors, or legal advisers where necessary

We require processors to protect your data, use it only for the purposes we specify, and comply with applicable data protection laws. We do not sell personal data. If data must be shared with public authorities or other third parties because the law requires it, we will only disclose what is necessary.

5. International Transfers

In some cases, your data may be processed by service providers located outside the UK. If this occurs, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms, so that your personal data remains protected to a standard consistent with UK GDPR requirements.

6. Data Retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, and insurance requirements.

Retention periods may vary depending on the type of information involved. For example:

Booking and service records may be kept for several years to manage repeat services, disputes, and operational needs
Financial records are typically retained for the period required by law for tax and accounting purposes
Complaint and claim records may be retained longer where needed to resolve disputes or defend legal claims
Inactive enquiry data may be deleted after a reasonable period if no service is booked

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of records and devices. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately if a security issue arises.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions, depending on the request and the legal basis for processing.

Right of access — you can request confirmation of whether we process your data and receive a copy of it
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 circumstances
Right to restriction — you can ask us to limit processing in specific situations
Right to data portability — you may request that we provide certain data in a structured, commonly used format
Right to object — you can object to processing based on legitimate interests or direct marketing
Right to withdraw consent — if processing is based on consent, you may withdraw it at any time

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will aim to respond within the time limits required by law and will explain if any legal exemption applies.

9. Children’s Data

Our services are intended for adults who arrange moving and transport services. We do not knowingly collect personal data from children unless it is incidentally included in service records and only where necessary for the delivery of our services. If we become aware that we have collected data improperly, we will take steps to delete it where appropriate.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Commitment

We respect your privacy and aim to process personal data responsibly, securely, and only when necessary. Our approach is based on data minimisation, lawful processing, and clear accountability. Whether we are managing a quotation, arranging a booking, or completing a service, we only use data in ways that support our business and comply with the law.

This policy applies to all Man And Van Queens Park customers in the area and forms part of our commitment to transparent and compliant data protection practices.