Privacy Policy - Man With Van Queens Park

This Privacy Policy explains how Man With Van Queens Park collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Queens Park customers in the area, including anyone who makes an enquiry, requests a quote, books a service, communicates with us, or uses our moving and transport services. We are committed to handling personal data in a way that is lawful, fair, and transparent in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We may collect personal data directly from you, from your interactions with us, and in some cases from third parties where necessary to provide our services. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and moving address.
Service information including move dates, property access details, inventory notes, special handling requirements, and service preferences.
Payment and billing information necessary to process transactions and manage invoices.
Communication records such as emails, messages, call notes, and complaint correspondence.
Technical data where relevant, such as device or browser details if you interact with digital forms or online systems.
Operational data such as delivery schedules, crew allocations, and job completion records.

We do not seek to collect more personal data than is reasonably necessary for the purposes described in this Policy. Special category data is generally not required. If you voluntarily provide such information, we will only process it where a valid lawful basis applies and where appropriate safeguards are in place.

2. How We Use Personal Data

We use personal data to deliver our services and to manage our business responsibly. This may include:

Providing quotes and responding to enquiries.
Managing bookings, scheduling, and route planning.
Completing moving and transportation services safely and efficiently.
Processing payments, issuing invoices, and handling refunds where applicable.
Communicating updates about your service, including changes or delays.
Maintaining records for administration, quality control, and dispute resolution.
Complying with legal and regulatory obligations.
Protecting against fraud, misuse, and unlawful activity.

We only use personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use it for an unrelated purpose, we will explain the legal basis before doing so where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the context, we may rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations at your request, arranging your move, communicating about the service, and taking payment.

Legal Obligation

We may process personal data where needed to comply with legal requirements, such as tax, accounting, record-keeping, insurance, or regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. Examples include managing operations, preventing fraud, improving services, keeping business records, and handling customer support. We always assess these interests carefully and only use this basis where appropriate.

Consent

In limited cases, we may rely on your consent, for example where you provide optional information or agree to receive certain types of communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Data and Processors

We may share personal data with trusted third parties who assist us in operating our business and providing our services. These parties act as processors or independent controllers depending on the nature of their role. Processors are only permitted to handle personal data on our instructions and must take appropriate security measures.

Examples of processors and service providers may include:

Payment service providers that process card or electronic payments.
Accounting and bookkeeping providers that support tax and financial compliance.
IT and cloud service providers that host systems, data storage, and communications tools.
Scheduling and administrative tools used for booking management and job coordination.
Professional advisers such as legal, audit, or insurance advisers where required.

We may also disclose personal data if required to do so by law, regulation, court order, or another lawful request from a public authority. Where possible, we will limit disclosure to what is necessary.

We do not sell personal data. If data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, so that your information remains protected.

5. Data Retention

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

Quotation and enquiry records may be kept for a reasonable period to manage follow-up, service history, and business administration.
Booking and transaction records are typically retained for the period needed to complete the service and meet financial and legal obligations.
Complaint and correspondence records may be kept longer where needed to resolve disputes or demonstrate compliance.
Technical and operational logs are retained only as long as needed for security, troubleshooting, and service improvement.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed periodically to ensure we do not keep data for longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to information on a need-to-know basis.

While we take reasonable steps to safeguard information, no system can be guaranteed completely secure. We therefore encourage you to share only the information necessary for your service and to notify us promptly if you believe any data provided to us has been compromised.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limitations, these include:

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

To help protect your privacy, we may need to verify your identity before responding to a request. We aim to respond within the time limits required by law.

8. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children for marketing or service administration. If we become aware that we have inadvertently received such data, we will take reasonable steps to delete it where appropriate.

9. 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. The latest 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 their information is handled.

10. Summary of Our Commitment

Man With Van Queens Park is committed to respecting your privacy and processing personal data responsibly. We collect only the information we need, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We also recognise and support your rights under data protection law. This Policy applies to all Man With Van Queens Park customers in the area and is designed to provide transparent, GDPR-compliant information about how your data is managed.