Privacy Policy - Queenspark Man And Van

Queenspark Man And Van is committed to protecting the privacy and personal data of all customers and prospective customers in our area. This Privacy Policy explains how we collect, use, share, store, and protect personal information when you use our removal, transport, and related services. This policy applies to all Queenspark Man And Van customers in the area, including individuals, households, and businesses that engage us for moving and van services.

1. Who We Are

Queenspark Man And Van acts as a data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing your personal information. We only process data in accordance with applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

We take privacy seriously and use appropriate technical and organisational measures to keep personal information secure, accurate, and limited to what is necessary for the services we provide.

2. Personal Data We Collect

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

Identity information: your name and any business name you provide.
Contact details: address, email address, and telephone number.
Service details: information about your move, collection point, delivery point, inventory, access requirements, dates, and instructions.
Payment information: billing details and records of payments made, though we do not retain more payment data than necessary.
Communications: messages, calls, complaints, enquiries, and any correspondence with us.
Booking and transaction records: service history, estimates, invoices, and related administrative records.
Technical or usage information: if you interact with our digital systems, we may receive basic technical data such as device or browser information where relevant.

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, or unless there is another lawful reason to process it. We ask that you do not share sensitive information unless it is required for the service.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes, book jobs, and deliver moving and van services;
to plan routes, manage logistics, and allocate staff or vehicles;
to communicate with you about your booking or service request;
to issue invoices, process payments, and maintain accounting records;
to respond to questions, complaints, or disputes;
to improve our services, operations, and customer experience;
to meet our legal, tax, and regulatory obligations;
to protect our business, staff, customers, and property from fraud or misuse.

We only use your data where we have a valid reason to do so and only to the extent necessary for the stated purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract: processing is necessary to enter into or perform a contract with you, such as arranging and completing a move.
Legal obligation: processing is necessary to comply with tax, accounting, insurance, or other legal requirements.
Legitimate interests: processing is necessary for our legitimate business interests, such as managing our services efficiently, preventing fraud, improving operations, and handling customer queries, provided your rights do not override those interests.
Consent: in limited cases, we may rely on your consent, for example where we need it for optional communications or certain types of processing. You may withdraw consent at any time where consent is the basis used.

Where special category data is processed, we will only do so where a specific condition under data protection law applies. We aim to avoid processing such data unless there is a clear operational need.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or with independent controllers where necessary. These parties are only permitted to use data for agreed purposes and must protect it appropriately.

Examples of processors and recipients may include:

Payment service providers: to handle card or electronic payments securely;
Accounting and bookkeeping providers: to support invoicing, tax reporting, and financial record-keeping;
IT and cloud service providers: to store data, maintain systems, and support communications;
Scheduling or job management tools: to organise bookings and service delivery;
Insurance providers and advisers: where required for claims, risk management, or legal advice;
Professional advisers: including accountants, auditors, or lawyers where necessary;
Public authorities: where disclosure is required by law, court order, or regulatory obligation.

We do not sell your personal data. If data is transferred to a processor, we use appropriate contractual safeguards and ensure the processor handles the information only under our instructions and in compliance with data protection law.

6. International Transfers

Where any service provider processes data outside the UK, we take steps to ensure an adequate level of protection. This may include using approved contractual clauses or relying on other lawful transfer mechanisms permitted by data protection law. Our aim is to keep your data protected regardless of where it is processed.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the nature of the service.

As a general rule, we may retain:

booking and service records for the duration of the customer relationship and for a reasonable period afterwards;
invoices and tax records for the period required by law;
correspondence and complaint records for as long as needed to resolve issues and manage claims;
technical records only for a limited period necessary for security or operational purposes.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

8. Data Security

We use reasonable safeguards to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These safeguards may include restricted access, secure storage, password protection, staff awareness measures, and careful selection of third-party service providers. While no system can be guaranteed completely secure, we regularly review our measures to reduce risk.

9. Your Rights

Depending on the circumstances, you have the following rights under data protection law:

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 situations;
Right to restriction: to ask us to limit how we use your data in certain cases;
Right to data portability: to receive certain data in a structured, commonly used format where applicable;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time;
Right to complain: to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. Some rights may not apply in all cases, and legal exceptions may limit what we can do.

10. Cookies and Similar Technologies

If we use online systems or digital tools that involve cookies or similar technologies, these may be used for functionality, security, or service improvement. Any such use will be limited to what is necessary and handled in line with applicable privacy rules. Where consent is required, it will be obtained before placing non-essential cookies.

11. Children

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidental to a service request and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

12. 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 updated version will apply from the time it is published or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how their data is handled.

13. Summary of Our Commitment

Queenspark Man And Van processes personal data fairly, lawfully, and transparently. We collect only the information needed to provide our services, use it for clear and legitimate purposes, share it only with trusted processors or where required by law, and keep it only as long as necessary. We respect your rights and aim to ensure that every customer in our area can use our services with confidence and trust.

This Privacy Policy is designed to support compliance with GDPR principles of lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, confidentiality, and accountability.