Man and Van Queen's Park Privacy Policy

This Privacy Policy explains how Man and Van Queen's Park collects, uses, stores and protects personal data in connection with our moving and transport services. It applies to all Man and Van Queen's Park customers and prospective customers within the Queen's Park area, as well as anyone who contacts us to enquire about our services.

We are committed to handling your personal data lawfully, fairly and transparently in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy describes the types of data we collect, the purposes for which we use it, the lawful bases we rely on, how long we keep it, who we share it with, and the rights you have in relation to your personal data.

Personal Data We Collect

We may collect and process the following categories of personal data when you use Man and Van Queen's Park services, request a quote or otherwise interact with us:

Identification and contact details: name, address, previous and new property addresses, contact details such as telephone number and other contact preferences you choose to provide.

Service and booking information: details about your move or transport request, including dates and times, access information for collection and delivery locations, inventory or descriptions of items to be moved, special handling instructions and any other relevant information you provide.

Communication records: information contained in messages or communications that you send to us, such as enquiries, feedback or complaints, and notes of any conversations we have with you regarding your booking or potential booking.

Payment and billing information: limited payment information required to take deposits or fees, billing address and records of payments made to us. Payment card details are processed securely by payment processors and are not stored by us beyond what is necessary for transaction confirmation and accounting records.

Technical and usage information: basic technical or usage data that may be generated when you interact with our website or online content, such as date and time of access and general device or browser type.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services: to respond to enquiries, prepare quotations, confirm and manage bookings, plan and carry out moves, transport items and provide related customer service.

To manage our relationship with you: to communicate with you about your booking, send confirmations and updates, request instructions, deal with questions or complaints and handle any after-service matters.

To process payments and maintain accounts: to issue invoices, collect payments, process refunds where applicable and keep financial and accounting records in line with legal requirements.

To improve our services: to monitor service quality, train staff and review how our services are used so we can improve efficiency, safety and customer satisfaction.

To meet legal and regulatory obligations: to comply with tax, accounting and other legal duties, and to cooperate with law enforcement or regulatory authorities where we are legally required to do so.

To protect our rights: to establish, exercise or defend legal claims, prevent fraud or misuse of our services and ensure the safety of our customers, staff and property.

Lawful Bases for Processing

We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:

Contract: we process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract for moving or transport services that we have with you.

Legal obligation: we process personal data where we need to comply with a legal or regulatory obligation, such as maintaining tax records or responding to legal requests.

Legitimate interests: we may process personal data where it is necessary for our legitimate interests or those of a third party, and your interests and fundamental rights do not override those interests. This includes running and developing our business, improving services, managing risk, handling queries and retaining limited records of past customers.

Consent: in limited cases, we may rely on your consent, for example where you request certain optional communications. When we rely on consent, you are free to withdraw it at any time.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy and to satisfy any legal, accounting or reporting requirements.

In general, we will keep customer and booking records for a period that allows us to answer queries about past services, address any complaints or legal claims and comply with tax and accounting rules. In many cases this will mean retaining core booking and invoicing information for several years after the end of our relationship with you, in line with statutory limitation periods and financial record keeping obligations.

Where personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.

Data Sharing and Processors

We may share your personal data with trusted third parties who help us deliver our services, but only to the extent necessary for those purposes and always subject to appropriate safeguards.

Service providers and processors: we may use third parties to provide functions such as payment processing, accounting, secure data storage, route planning tools and communication platforms. These third parties act as data processors on our behalf and are only allowed to use your personal data in accordance with our instructions and for our specified purposes.

Professional and legal advisers: we may share data with professional advisers such as accountants, insurers or legal representatives where necessary for advice, risk management, dispute resolution or compliance.

Authorities and law enforcement: we may disclose personal data where required by law, court order or legal process, or where necessary to establish, exercise or defend legal claims.

We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.

International Transfers

Where we use service providers that store or process personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your information, such as recognised adequacy decisions or standard contractual clauses, so that your data continues to receive a level of protection essentially equivalent to that under UK data protection law.

How We Protect Your Data

We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and contractors with a legitimate need to know it, securing physical records, using secure systems for electronic data and providing guidance to staff on handling personal information.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights generally include:

Right of access: you can request confirmation of whether we process your personal data and ask for a copy of that data together with certain information about how it is used.

Right to rectification: you can ask us to correct inaccurate personal data and to complete incomplete information.

Right to erasure: in some circumstances you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to object: you may object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop that processing unless we have compelling legitimate grounds or need to continue the processing for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may have the right to receive the personal data you have provided in a structured, commonly used and machine readable format and to transmit it to another controller, where this is technically feasible.

Right to withdraw consent: where we rely on your consent for processing, you may withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data or changes in legal requirements. Any updates will take effect when the revised Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data when you use Man and Van Queen's Park services within the Queen's Park area.