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 when providing moving, transport, delivery, packing, and related services. It applies to all Man And Van Queens Park customers in the area, including individuals who request a quote, make a booking, receive a service, or communicate with us in connection with a move or related work.

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. This policy sets out what data we collect, why we collect it, the lawful bases we rely on, how long we keep it, who we share it with, and the rights available to you.

1. Data We Collect

We only collect personal data that is necessary for operating our services, managing bookings, and meeting legal or contractual obligations. Depending on your interaction with us, we may collect the following categories of data:

Identity data: name, title, and, where needed, business or household information relevant to the service.
Contact data: address, email address, and telephone number.
Service and booking data: details of the move, collection and delivery addresses, access information, date and time preferences, property type, inventory details, and service instructions.
Payment data: limited billing and payment-related information, such as transaction records and invoicing details.
Communication data: messages, emails, call notes, and feedback shared with us.
Technical data: basic device, browser, and usage information if you interact with us through digital systems used for admin or service management.
Claims or incident data: information relating to complaints, damages, disputes, insurance matters, or risk assessments.

We do not intentionally collect special category personal data unless you choose to disclose it to us for a specific reason, such as access needs or health-related arrangements. If such information is provided, we will handle it with extra care and only where necessary.

2. How We Use Personal Data

We use personal data to deliver our services efficiently and safely. The main purposes include:

providing quotes and confirming bookings;
planning, carrying out, and managing removals or transport services;
communicating with you about service details, changes, or issues;
processing payments, issuing invoices, and keeping financial records;
responding to enquiries, complaints, and claims;
maintaining safety, security, and service quality;
meeting legal, regulatory, tax, and insurance obligations;
preventing fraud, misuse, and unlawful activity;
improving our operations, scheduling, and customer experience.

We do not use your personal data for purposes that are incompatible with the reason it was collected unless we are legally permitted to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for each type of processing. We rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, arranging a move, and delivering agreed services.

Legal Obligation

We may process and retain certain information to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is reasonably necessary for our legitimate interests, provided your rights do not override those interests. This may include managing bookings, preventing fraud, protecting property, improving services, and handling service disputes. We always consider whether the processing is proportionate and limited to what is needed.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not needed for the service. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our services or to meet legal requirements. These third parties act as data processors or independent controllers depending on the circumstances.

Typical processors and recipients may include:

Payment processors, for handling card or electronic payments securely.
Accounting and bookkeeping providers, for invoicing, financial administration, and tax compliance.
IT and cloud service providers, for secure storage, scheduling tools, and internal communications systems.
Insurance providers and claims handlers, where a claim, complaint, or incident must be assessed.
Professional advisers, including legal or audit advisers, where necessary.
Regulators, law enforcement, or public authorities, where disclosure is required by law or is necessary to protect rights, property, or safety.
Subcontractors or operational partners, if needed to complete a move or related service to the agreed standard.

All processors are required to handle personal data securely and only in line with our instructions, applicable law, and appropriate contractual safeguards. We do not sell personal data.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and in accordance with legal and operational requirements. Retention periods vary depending on the type of data and the reason it is held.

Booking and service records may be kept for a reasonable period after completion to manage follow-up issues, complaints, or disputes.
Financial and tax records are usually retained for the period required by law.
Claims or incident records may be retained longer where needed for insurance, legal defence, or regulatory purposes.
General correspondence is kept only for as long as needed to handle the enquiry or maintain a proper service record.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks involved. While no system is completely secure, we take reasonable steps to safeguard information and limit access to authorised personnel and approved processors only.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: in some cases, you may ask us to delete your data.
Right to restriction: you may ask us to limit how we use your data in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability: you may request that certain data be provided in a structured, commonly used format.
Right to withdraw consent: where we rely 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 respond within the time limits required by law.

8. Complaints

If you believe your data has been handled improperly, you have the right to raise a concern with the relevant data protection authority. We encourage you to contact us first so we can review and address the issue promptly. You may also seek independent advice about your rights under data protection law.

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. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how personal data is used and protected.

10. Scope of This Policy

This Privacy Policy applies to all Man And Van Queens Park customers in the area, including residential and business customers, one-off service users, repeat customers, and individuals contacting us for quotations or enquiries. By using our services, you acknowledge that your personal data may be processed as described in this policy and in accordance with applicable data protection laws.

Privacy, transparency, and responsible data handling are central to how we operate. We will only collect and use personal data where it is necessary, justified, and handled with appropriate safeguards.