Privacy Policy - Man And Van Queens Park

Man And Van Queens Park is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and safeguard information about our customers, and it applies to all Man And Van Queens Park customers in the area. We process personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Queens Park acts as the data controller in relation to the personal data we collect and process when providing our moving, transport, delivery, and related services. This means we decide how and why your data is used, and we are responsible for ensuring it is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We only collect personal data that is necessary for the operation of our services, administration, and customer support. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as phone number and email address.
Service details such as pickup and delivery addresses, moving dates, item descriptions, access information, and any special instructions.
Billing and payment information needed to process transactions, issue invoices, or confirm payments.
Communication records including emails, messages, booking notes, and customer service correspondence.
Technical data if you interact with our digital systems, such as device type, browser details, and basic usage information.
Feedback and review information that you voluntarily provide after a service.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it directly, for example where accessibility or health-related handling instructions are relevant to the service.

3. How We Collect Your Data

We collect data in several ways:

Directly from you when you make a booking, request a quote, or communicate with us.
From third parties involved in arranging or paying for the service, such as landlords, estate agents, or business clients, where appropriate.
Automatically through standard technical tools that help us understand how our systems are used and maintain security.

Where we receive your information from another person, we expect that person to have a lawful basis to share it with us and to inform you, where required.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide quotes and arrange moving or transport services.
To manage bookings, schedules, and service delivery.
To communicate with you about your order, changes, or issues.
To process payments, issue receipts, and manage accounts.
To handle complaints, claims, and customer support requests.
To maintain internal records and business administration.
To meet legal, tax, accounting, and regulatory obligations.
To improve our services, operations, and customer experience.
To protect against fraud, misuse, or unlawful activity.

5. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under UK GDPR. Depending on the context, we rely on the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging a move, completing the service, and managing related communication and payment.

Legal Obligation

We process data where necessary to comply with legal requirements, such as tax records, accounting obligations, insurance documentation, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include improving our services, protecting our business from fraud, keeping accurate internal records, and responding to customer enquiries efficiently. We always assess whether such processing is proportionate and respectful of your privacy.

Consent

In limited circumstances, we may rely on your consent, for example where you choose to receive certain optional marketing messages. Where consent is used, you can withdraw it at any time.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason it is held.

In general:

Booking and service records are retained for a period needed to manage the service, resolve disputes, and maintain business records.
Financial and invoicing records are kept for the period required by tax and accounting law.
Customer correspondence is retained as long as needed to address enquiries or complaints.
Marketing preferences are kept until you withdraw consent or object where applicable.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Processors and Third Parties

We may share personal data with trusted third-party service providers who act as processors on our behalf. These parties are only permitted to use your data under our instructions and for the agreed purpose. We require appropriate contractual safeguards and security measures from them.

Examples of processors may include:

IT and hosting providers that support our systems and data storage.
Payment service providers that handle secure payment processing.
Accounting or bookkeeping providers that support financial administration.
Customer communication tools that help us manage emails or messages.
Professional advisers such as insurers, lawyers, or auditors where necessary.

We may also share data with third parties where required by law, to protect our legal rights, or to carry out services you have requested. We do not sell your personal data.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your information remains protected. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful mechanisms.

9. Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

While we work hard to protect your information, no system can be guaranteed completely secure. We therefore encourage customers to share only the information needed for the service and to contact us promptly if they believe their data has been compromised.

10. Your Rights

Under data protection law, you have several rights regarding your personal data. Subject to legal limitations, these rights may include:

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

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before completing your request.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally provided in the context of a service booking, and only when necessary and appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitment

Man And Van Queens Park treats your personal data with care, transparency, and respect. We collect only what is needed, process it lawfully, retain it for no longer than necessary, and share it only with trusted processors or where required by law. Your privacy matters to us, and we aim to handle your information in a way that is secure, fair, and fully compliant with data protection requirements.