Privacy Policy - Queens Park Man And Van

Queens Park Man And Van is committed to protecting the privacy and personal data of all customers, prospective customers, and website or service users. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Queens Park Man And Van customers in our service area, including anyone who requests a quote, books a move, receives moving or delivery services, communicates with us, or otherwise interacts with us in connection with our services.

1. Who We Are

Queens Park Man And Van provides man and van, removals, transport, and related moving services. For the purposes of data protection law, we act as a data controller when we decide why and how personal data is processed.

This means we are responsible for ensuring that personal data is handled lawfully, fairly, transparently, and securely. We take this responsibility seriously and only process data that is necessary for legitimate business and service purposes.

2. Personal Data We Collect

We may collect and process several categories of personal data depending on the service requested and how you interact with us.

Types of Data

Identity information: name, title, and identification details where needed.
Contact information: address, email address, phone number, and preferred contact method.
Service details: pickup and delivery addresses, moving dates, item lists, access details, and service preferences.
Payment information: billing details, transaction records, and payment status. We do not store full card details where payment processing is handled by a third party.
Communication records: emails, messages, call notes, complaint details, and service updates.
Technical data: basic device or usage information if you interact with us through digital channels, such as IP address and browser information, where applicable.
Special category data: we do not usually collect special category data. If such information is unintentionally shared with us, we will handle it carefully and only where a lawful reason applies.

We only collect data that is relevant and necessary for the services we provide, or for legal, contractual, or operational reasons.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and estimates;
to manage bookings and deliver services;
to communicate about scheduling, access, and service requirements;
to process payments and manage invoices;
to respond to enquiries, feedback, or complaints;
to maintain records of services provided;
to comply with legal, tax, accounting, and regulatory obligations;
to prevent fraud, misuse, or security incidents;
to improve our services and customer experience;
to defend or establish legal claims where necessary.

We will not use your personal data for unrelated purposes unless we have a valid lawful basis and, where required, your consent.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Queens Park Man And Van relies on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes providing quotes you request, confirming bookings, delivering moving services, issuing invoices, and handling service-related communications.

Legal Obligation

We may process personal data where necessary to comply with legal requirements, including tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process data for our legitimate business interests where those interests are not overridden by your rights and freedoms. Examples include responding to enquiries, improving service quality, preventing fraud, managing business operations, and keeping internal records.

Consent

In limited situations, we may rely on your consent, for example if we need to use your information for a purpose that requires permission under data protection law. Where consent is used, you can withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate or where the processing is necessary to provide our services.

5. How We Share Personal Data

We may share personal data with trusted third parties when necessary for the running of our business and the delivery of our services. We only share what is needed and take steps to ensure data is protected.

Processors and Service Providers

Payment processors: to handle secure payment transactions.
Accounting and bookkeeping providers: to manage invoices, tax records, and financial administration.
IT and hosting providers: to store data, support systems, and maintain security.
Communication tools: to send messages, service updates, or booking confirmations.
Storage or document management services: to keep records safely and efficiently.
Professional advisers: such as accountants, insurers, or legal advisers where necessary.

These organisations act as data processors or independent controllers depending on their role. Where they are processors, they are only allowed to process personal data on our instructions and must keep it secure.

We may also disclose personal data if required by law, court order, or a regulatory authority, or to protect our rights, customers, or property.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. This may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised by data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, and for any period required by law or business necessity.

Retention Periods

Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by applicable accounting and tax laws.
Correspondence and complaint records: retained as long as needed to resolve issues, support service history, or protect legal interests.
Consent-based data: retained until consent is withdrawn or the purpose no longer applies.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

Although no system can be guaranteed completely secure, we aim to maintain a level of protection appropriate to the risks involved in processing your information.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Available Rights

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 circumstances.
Right to restriction: to ask us to limit how we use your data in certain cases.
Right to object: to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability: to receive certain data in a structured, commonly used format where the legal conditions are met.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits set by law, usually within one month, unless the request is complex or multiple requests are made.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

10. Children’s Data

Our services are not intended for children acting independently. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service booking or household move. If we become aware that we have collected data without appropriate authority, we will take steps to remove it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated 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 personal data is used.

12. Summary of Our Commitment

Queens Park Man And Van only collects personal data that is necessary, uses it for clear and lawful purposes, keeps it secure, and retains it only for as long as needed. We aim to be transparent about our processing and respectful of your rights at every stage of the customer journey.

This Privacy Policy is intended to apply to all Queens Park Man And Van customers in area and to any individual whose personal data is processed in connection with our services.