Man With a Van Queensbury Privacy Policy

This Privacy Policy explains how Man With a Van Queensbury collects, uses, stores and protects the personal data of customers and prospective customers in the Queensbury area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all services provided by Man With a Van Queensbury and to all customers and prospective customers located in the Queensbury area. By requesting a quote, booking a service or otherwise providing personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Data Controller

For the purposes of data protection law, Man With a Van Queensbury is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used. We are responsible for ensuring that any processing of your personal data complies with applicable data protection law.

Personal Data We Collect

We may collect and process the following categories of personal data when you interact with Man With a Van Queensbury, including when you request a quote, make a booking, contact us with a query or complaint, or use our services:

Identity and contact details: name, address, collection and delivery addresses, contact numbers, and communication preferences.

Service and booking details: details of the services you request or book, dates and times of your moves, inventory or description of items to be transported where relevant, access instructions, and any specific requirements you share with us.

Payment and transaction information: information necessary to process payments and issue invoices, such as billing address and records of payments made. Card or bank details are generally processed by secure payment processors and are not stored by us, except to the limited extent necessary for accounting records where applicable law requires.

Communication records: information contained in communications between you and us, including enquiries, quotes, complaints, feedback and any follow-up correspondence.

Technical and usage data: if you visit our website, we may collect technical data such as IP address, browser type, pages viewed and time spent on our website, using cookies or similar technologies where permitted by law.

Lawful Bases for Processing

We will only use your personal data when the law allows us to. The main lawful bases we rely on under the UK GDPR are:

Contract: We process personal data where it is necessary to enter into or perform a contract with you, for example to provide you with a quote, confirm your booking, deliver our man and van services, and manage payments and invoices.

Legal obligation: We may process personal data where it is necessary to comply with a legal obligation, such as maintaining accounting records, complying with tax or regulatory requirements, or responding to lawful requests from authorities.

Legitimate interests: We may process your personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. These interests can include managing and improving our services, handling queries and complaints, preventing fraud, and keeping records of service history.

Consent: In some limited situations, we may rely on your consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes and manage bookings: to respond to requests for quotes, confirm bookings, allocate vehicles and staff, and coordinate collections and deliveries.

To deliver services: to plan and carry out moves and transport services in accordance with your instructions, and to communicate with you before, during and after the service.

To manage payments and accounts: to issue invoices, process payments, handle refunds where applicable, and maintain financial records.

To communicate with you: to reply to your enquiries, provide service updates, request feedback, and handle complaints or disputes.

To improve our services: to analyse feedback and service history to improve our operations, customer experience and quality standards.

To comply with legal and regulatory requirements: to maintain records and comply with obligations under tax, accounting and other applicable laws.

For marketing: where permitted by law, we may use your contact details to provide you with information about similar services that may be of interest. You can opt out of such communications at any time.

Data Sharing and Processors

We do not sell or rent your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy, including:

Service providers and processors: third parties that provide services on our behalf, such as payment processors, vehicle tracking or dispatch systems, accounting or bookkeeping services, and information technology support. These parties only process personal data on our instructions and are bound by contractual obligations to protect your data.

Professional advisers: such as accountants, auditors or legal advisers, to the extent necessary for the provision of their services and compliance with their professional obligations.

Authorities and regulators: where we are legally required to do so, for example in response to a court order, law enforcement request, or regulatory obligation.

In all such cases, we only share the minimum personal data necessary and take reasonable steps to ensure that your data remains secure.

International Transfers

Our primary operations are in the United Kingdom. If we need to transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as using countries that have been deemed to provide an adequate level of data protection or using standard contractual clauses approved by the relevant authorities.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which we collected it, including for satisfying any legal, accounting or reporting requirements.

The retention period will vary depending on the type of data and the relevant legal obligations, but generally:

Booking and service records are retained for a period necessary to deal with any queries, complaints, or potential legal claims, and to comply with tax and accounting obligations.

Communication records are retained for as long as reasonably necessary to manage our relationship with you and to maintain accurate records of interactions.

Marketing data is retained until you withdraw your consent or object to further marketing, or until it is no longer required for the purpose for which it was collected.

When personal data is no longer needed, it will be securely deleted or anonymised.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to personnel and service providers who need it for legitimate business purposes, using secure systems where appropriate, and maintaining internal policies and training on data protection.

Your Data Protection Rights

Under data protection law, you have several rights in relation to your personal data processed by Man With a Van Queensbury. These rights apply to all customers and prospective customers in the Queensbury area, subject to certain legal conditions and exceptions.

Right of access: You have the right to request confirmation as to whether we process your personal data and, if so, to request a copy of that data and certain information about how it is used.

Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In some circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.

Right to restrict processing: You may have the right to request that we restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling. You also have the right to object at any time to processing for direct marketing purposes.

Right to data portability: Where our processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.

Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you approach the supervisory authority.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any changes will take effect from the date the revised Privacy Policy is made available. We encourage you to review this Privacy Policy periodically.