Privacy Policy - Queenspark Man And Van

Queenspark Man And Van is committed to protecting the privacy and personal data of all customers, prospective customers, and service users. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our removal, transport, delivery, and related services. It applies to all Queenspark Man And Van customers in area, including anyone who enquires about, books, receives, or is otherwise connected with our services.

1. Who We Are

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Queenspark Man And Van acts as the data controller for personal data collected in the course of providing our services. This means we determine how and why your personal information is used. We take our responsibilities seriously and process personal data in a lawful, fair, and transparent manner.

2. Information We Collect

We collect only the information needed to arrange, provide, and manage our services, communicate effectively, meet legal obligations, and improve service quality. The types of personal data we may collect include:

Identity information such as your name and, where needed, title.
Contact information including your telephone number, email address, billing details, and service address.
Booking and service details such as move date, inventory items, collection and delivery locations, access requirements, and special instructions.
Payment information such as payment method, transaction references, and invoicing details.
Communications including emails, messages, call notes, quotes, complaints, and customer feedback.
Technical information such as basic website usage data if you interact with our online services, including device and browser information, if applicable.
Special category data only where you choose to share it with us and it is necessary for a specific service need, for example access considerations related to health or mobility. We will handle such data with extra care and only where permitted by law.

We do not seek to collect unnecessary information. If we request additional details, it will be because they are relevant to the service requested or required by law.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver removal or transport services.
To communicate with you about your booking, schedule, access arrangements, and service updates.
To process payments, issue invoices, and keep financial records.
To respond to enquiries, complaints, and customer service requests.
To maintain internal records and manage our business operations.
To comply with legal, tax, accounting, insurance, and regulatory obligations.
To prevent fraud, protect our business, and ensure service safety.
To improve our services, train staff, and monitor service quality.

We will only use your information for purposes that are compatible with the original reason for collection. If we need to use your data for a new purpose, we will explain this to you where required.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on the following legal grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging removals, delivering services, and managing payments.

Legal Obligation

We may process your data to comply with legal requirements, including record-keeping, tax, accounting, and regulatory obligations.

Legitimate Interests

We may use your data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include improving our services, protecting against misuse, handling routine business administration, and maintaining secure operations.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide sensitive information or agree to receive optional marketing. Where consent is used, you may withdraw it at any time.

5. Sharing Your Information with Processors

We may share personal data with trusted third parties who act as processors on our behalf. These providers are only permitted to use your data according to our instructions and are required to protect it appropriately. Processors may include:

Payment service providers and accounting software providers.
IT hosting, cloud storage, and communications providers.
Booking and administration systems used to manage service operations.
Professional advisers such as accountants, insurers, or legal advisers.
Subcontracted service providers where needed to carry out part of a move or delivery.

We do not sell your personal data. We only share it when necessary for service delivery, legal compliance, operational support, or with your permission. If any processor is located outside the UK, we will ensure appropriate safeguards are in place to protect your data in line with applicable law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including legal, accounting, tax, and insurance requirements. Retention periods vary depending on the type of information and the reason for processing. In general:

Booking and service records are kept for a reasonable period to manage our relationship with you and handle queries or claims.
Financial and invoicing records are retained for the period required by law.
Complaint records and correspondence may be retained for evidence and service improvement.
Data collected with consent will be kept only until consent is withdrawn or it is no longer needed.

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

7. How We Protect Your Data

We use appropriate technical and organisational measures to safeguard personal information against unauthorised access, loss, alteration, or disclosure. These measures include access controls, secure storage practices, staff awareness, and limiting access to data to those who need it for legitimate business purposes. While no system can be guaranteed completely secure, we continuously review our processes to reduce risk and maintain data protection standards.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may apply in different situations and are subject to legal conditions and exemptions.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can ask us to delete your data where there is no lawful reason to continue processing it.
Right to restriction – you can request limited use of your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be provided to you or another controller in a structured format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before dealing with your request.

9. Marketing Communications

We will only send marketing messages where permitted by law and, if required, where you have given consent. You can opt out of marketing communications at any time. Service-related messages, such as booking confirmations or important operational updates, are not marketing and may still be sent where necessary to perform our services.

10. Cookies and Similar Technologies

If we use a website or online booking tools, we may use cookies or similar technologies to help the service function properly, understand usage patterns, and improve performance. Where required, we will provide information about these tools and obtain consent for non-essential cookies. You may also be able to manage cookie settings through your browser.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how their information is handled.

12. Summary of Our Commitment

Queenspark Man And Van respects your privacy and processes personal data responsibly. We collect only what we need, use it for clear and lawful purposes, share it only with appropriate processors or where legally required, and keep it only for as long as necessary. We aim to ensure that all personal data belonging to Queenspark Man And Van customers in area is treated with care, security, and transparency.

Last reviewed: This policy should be reviewed regularly to ensure continued compliance with applicable data protection laws.