Privacy Policy - Queenspark Man And Van

This Privacy Policy explains how Queenspark Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Queenspark Man And Van customers in the area, including anyone who requests a quote, books a service, receives a delivery or removal, or otherwise interacts with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Queenspark Man And Van provides moving, transport, and related logistics services for households and businesses. In the course of delivering these services, we may need to process personal information about customers, property contacts, payment arrangements, and service requirements. We take data protection seriously and aim to collect only the information needed to provide our services effectively and safely.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details, such as your name and title.
Contact details, such as address, phone number, and email address.
Service details, including moving dates, property access information, inventory details, and special handling requirements.
Payment and billing information, where needed to process invoices, deposits, or refunds.
Communication records, including emails, messages, call notes, and booking confirmations.
Operational information, such as service preferences, delivery instructions, and complaints or feedback.
Technical information limited to information necessary for security and record-keeping, where applicable.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, for example if you tell us about an accessibility need or a condition affecting your move. If such information is provided, we will process it only where a lawful basis applies and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to confirm and manage bookings;
to arrange and carry out removals, deliveries, and related services;
to communicate with you before, during, and after a service;
to issue invoices, process payments, and handle refunds where relevant;
to keep appropriate business and financial records;
to respond to queries, concerns, complaints, or claims;
to maintain security, prevent fraud, and protect our business and customers;
to comply with legal and regulatory obligations.

We only use your personal data for the purposes for which it was collected unless we reasonably believe another compatible purpose applies and the law allows it.

4. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis to process personal data. Queenspark Man And Van relies on the following lawful bases, depending on the situation:

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotations, arranging bookings, and delivering services.

Legal Obligation

We may process data where required to comply with legal obligations, including tax, accounting, consumer protection, or record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, improving our services, preventing misuse, maintaining security, and retaining evidence of transactions or communications.

Consent

In limited circumstances, we may rely on your consent, for example where consent is needed for a particular type of optional communication or the use of information beyond the usual service relationship. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties who assist us in running our business and delivering our services. These third parties act as processors when they process data on our behalf and according to our instructions.

Examples of processors or service providers may include:

payment service providers;
accounting and bookkeeping software providers;
IT, cloud storage, and system support providers;
communication and email service providers;
booking, scheduling, or customer administration tools;
professional advisers, such as accountants or legal advisers, where necessary;
insurance providers or claims handlers, where relevant.

We may also disclose personal data where required by law, court order, or regulatory authority, or where necessary to protect our rights, customers, staff, or property. Any third party receiving personal data is expected to handle it securely and in compliance with applicable data protection requirements.

We do not sell personal data.

6. Data Retention

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

In general:

booking and service records may be retained for a reasonable period after completion of the service;
financial and tax-related records are usually retained for the period required by law;
communication records may be kept for as long as needed to manage customer relationships, resolve disputes, or maintain accurate business records;
data no longer required is deleted, anonymised, or securely destroyed.

Where we no longer need personal data, we will take appropriate steps to ensure it is removed safely and permanently or rendered anonymous.

7. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved. While no system can be guaranteed to be completely secure, we work to maintain a reasonable and proportionate level of protection.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These 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 information.
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.

You also have the right to raise concerns about how we handle your data. If you believe we have not dealt with your personal data properly, you may lodge a complaint with the UK Information Commissioner's Office or the relevant supervisory authority in your jurisdiction.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidental and necessary for carrying out a booking or service arrangement made by an adult. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to delete it.

10. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we will take appropriate steps to ensure that personal data remains protected to standards consistent with UK data protection law. This may include using approved safeguards and contractual protections where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Queenspark Man And Van is committed to processing personal data fairly, securely, and only when necessary. We collect the minimum information needed to provide our services, rely on appropriate lawful bases, retain data only as long as required, and use trusted processors under proper safeguards. We respect your rights and aim to manage all customer data responsibly and transparently.

This Privacy Policy applies to all Queenspark Man And Van customers in area.