Privacy Policy - Man With A Van Queensbury

Man With A Van Queensbury is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, collection, delivery, and related services. It applies to all Man With A Van Queensbury customers in area, including individuals, households, landlords, tenants, and business customers who request our services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to keep our processing fair, lawful, transparent, and limited to what is necessary for the services we provide.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us and the services you request. This may include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Service details such as moving dates, collection or delivery instructions, property access information, and item descriptions.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records such as messages, quotes, complaints, feedback, and notes from service discussions.
Technical and usage data if you contact us electronically, including device or browser information and basic logs used for security and service improvement.
Special category data only where strictly necessary and only if you choose to share it with us, for example access needs or health-related information relevant to the safe delivery of services.

We generally collect this information directly from you, but we may also receive it from third parties involved in arranging a booking, such as property managers, estate agents, landlords, or payment providers where relevant.

2. How We Use Your Data

We use personal data only for clear and legitimate purposes connected to our services. These purposes may include:

Providing quotations and confirming bookings.
Managing collections, removals, deliveries, and related logistics.
Contacting you about service changes, timing, access, or operational requirements.
Processing payments, issuing invoices, and keeping financial records.
Handling complaints, queries, and customer support requests.
Maintaining records for administration, legal compliance, and insurance purposes.
Protecting against fraud, misuse, or security incidents.
Improving the quality, reliability, and efficiency of our services.

We will only use your personal data for the reasons explained in this policy unless we reasonably consider that we need to use it for another compatible purpose, or unless the law requires or permits us to do so.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following:

Contract

We process your data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, confirming bookings, completing moving services, and managing payments.

Legal obligation

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

Legitimate interests

We may rely on legitimate interests where processing is necessary for our business operations and your interests and fundamental rights do not override those interests. This may include service administration, internal record management, fraud prevention, service improvement, and responding to customer enquiries.

Consent

Where required by law, we will rely on your consent. For example, if we need to process optional information that is not necessary for the service or if we need to use special category data beyond what is essential for safe service delivery, we will seek your clear permission. You can withdraw consent at any time where consent is the lawful basis used.

4. Sharing Your Information

We may share personal data with trusted third parties when necessary to deliver our services, run our business, or meet legal requirements. These third parties act as processors or independent controllers depending on the context.

We may share information with:

Payment processors to handle transactions securely.
Accountants and financial service providers for bookkeeping, invoicing, and tax compliance.
IT, cloud storage, and system support providers that help us store or manage data securely.
Customer service and communication platforms used to manage enquiries or booking updates.
Insurance providers where needed for claims handling or risk management.
Legal, regulatory, or government bodies where disclosure is required by law or necessary to protect our rights.

We require processors to handle personal data only on our instructions, to keep it secure, and to use it only for the purposes agreed with us. Where data is transferred outside the UK, we will ensure appropriate safeguards are in place.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and why it was collected.

In general:

Booking and service records are retained for a reasonable period after completion to manage queries, disputes, or follow-up matters.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records may be retained for customer service, quality, and audit purposes.
Security logs and technical records are retained only as long as necessary for operational and security needs.

When personal data is no longer needed, we will securely delete it or anonymise it where possible.

6. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request.

Right of access - you may request a copy of the personal data we hold about you.
Right to rectification - you may ask us to correct inaccurate or incomplete information.
Right to erasure - in some cases, you may ask us to delete your data.
Right to restriction - you may request that we limit how we use your data in certain situations.
Right to object - you may object to processing based on legitimate interests.
Right to data portability - where applicable, you may request that we provide your data in a structured, commonly used format.
Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements. We may need to verify your identity before fulfilling a request. Please note that some rights may not apply in all circumstances, especially where we must keep records for legal reasons.

7. Security of Your Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and data minimisation. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Children’s Data

Our services are intended for adults arranging moving and delivery services. We do not knowingly collect personal data from children unless it is necessary in a service context and provided by an adult responsible for the booking. If we become aware that data has been collected inappropriately, we will take steps to delete it where appropriate.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updated 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.

10. Scope of This Policy

This Privacy Policy applies to all personal data processed by Man With A Van Queensbury in connection with its services and customer interactions. It applies to all Man With A Van Queensbury customers in area and should be read together with any service terms or booking information provided at the time of engagement.

By using our services, you acknowledge that you have read and understood this Privacy Policy and that your personal data will be handled in the ways described above, subject always to applicable law.