Privacy Policy

Man with Van Queensbury Privacy Policy

This Privacy Policy explains how Man with Van Queensbury collects, uses, stores and protects personal data relating to its customers and prospective customers in the Queensbury area. It is designed to comply with the UK General Data Protection Regulation and all applicable data protection laws. By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man with Van Queensbury within the Queensbury area, including individuals making enquiries, booking services, or otherwise interacting with us in connection with our man and van services. It covers personal data collected through telephone contact, text messages, online enquiries, in-person discussions, and any other communication methods we may use.

Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision of our services and the operation of our business. The categories of personal data we may collect include:

Identification and contact details, such as full name, address for collection and delivery, other relevant addresses, and general location information in the Queensbury area. We may also collect preferred contact details, such as a communication method you choose to use, where you actively provide it to us.

Service and booking information, such as details of your requested move or transport, inventory or descriptions of items to be moved, access details for properties, dates and times of bookings, and any additional instructions you give us about how you want the service to be carried out.

Transactional and billing information, such as details of payments made, services provided, and records relating to quotes, invoices and receipts. We do not store full payment card details; where card payments are processed, these are handled securely by payment processors acting on our behalf.

Communication records, such as messages, notes, or other records of your communications with us, including enquiries, complaints or feedback relating to our services.

Lawful Basis for Processing

We process personal data only where we have a lawful basis to do so. The principal lawful bases we rely on are:

Contract. We process personal data because it is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract. This includes processing data to provide quotes, manage bookings, carry out moves, and handle payments.

Legal obligation. We may process certain data to comply with legal obligations, such as record-keeping, tax, accounting, and responding to lawful requests from public authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate interests or the legitimate interests of a third party, and where those interests are not overridden by your rights and freedoms. Our legitimate interests include operating and improving our business, managing customer relationships, handling customer queries and complaints, preventing fraud or misuse of our services, and maintaining appropriate records of our work.

Consent. In limited cases, we may rely on your consent to process certain personal data, for example for specific optional communications. Where we rely on consent, you have the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

How We Use Personal Data

We use personal data for the following purposes:

To provide and administer our man and van services, including assessing your requirements, issuing quotes, arranging and managing bookings, carrying out moves and transport, and issuing invoices or receipts.

To communicate with you about your enquiries, bookings, changes to services, practical arrangements such as timings and access, and any issues or questions you raise.

To manage our business operations, including scheduling work, allocating staff and vehicles, maintaining accurate records, and conducting internal administration and reporting.

To comply with legal and regulatory obligations, including tax and accounting requirements and responding to lawful information requests.

To protect our rights, property and safety, and that of our customers and third parties, including resolving disputes, collecting outstanding payments, and preventing or detecting fraud or misuse of our services.

Data Retention

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

In general, information related to bookings, invoices, receipts, and associated communications is kept for a period that allows us to respond to queries, deal with potential disputes, and comply with applicable tax and accounting rules. After this period, personal data is securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

Where personal data is processed based on your consent and we have no other lawful basis to continue processing it, we will delete that data if you withdraw your consent or when it is no longer needed for the specific purpose for which it was collected.

Data Processors and Third Parties

We may engage third-party service providers to act as data processors on our behalf. These processors are only allowed to process personal data in accordance with our instructions and are required to implement appropriate technical and organisational measures to protect that data.

Examples of third parties that may act as processors include payment processing providers, accounting or bookkeeping services, and providers of communication or scheduling tools that we use to manage our operations. We only share the minimum necessary data required for these providers to perform their services.

We may also share personal data with other third parties where required by law, such as tax authorities or law enforcement agencies, or where it is necessary to protect our legal rights. In such cases, we will only disclose personal data to the extent required.

International Transfers

Our services are focused on customers in the Queensbury area, and we aim to keep personal data within the United Kingdom or within jurisdictions that offer an equivalent level of protection. If we use a service provider that transfers personal data outside of the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, so that your personal data remains protected to a standard consistent with applicable data protection laws.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure methods to store and transmit information, and regularly reviewing our security arrangements.

While we take reasonable steps to protect your personal data, no method of transmission or storage can be guaranteed to be fully secure. You should take care when sharing personal information and should notify us promptly if you suspect any misuse of your data in connection with our services.

Your Data Protection Rights

You have a number of rights under data protection laws in relation to the personal data that we hold about you. Subject to certain conditions and exemptions, these include:

The right of access. You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you, together with certain information about how and why it is processed.

The right to rectification. You can request that inaccurate or incomplete personal data about you is corrected or updated.

The right to erasure. In certain circumstances, you can 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 withdraw consent and there is no other lawful basis for processing.

The right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of data that you contest.

The right to data portability. You may have the right to receive personal data that you have provided to us in a structured, commonly used and machine-readable format and to transmit that data to another controller, where the processing is based on consent or contract and carried out by automated means.

The right to object. You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your personal data unless we have compelling legitimate grounds for the processing which override your interests, rights and freedoms, or where processing is required for the establishment, exercise or defence of legal claims.

Where we rely on consent as a lawful basis, you also have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights in connection with Man with Van Queensbury, you can contact us using the communication method you normally use for our services, clearly stating your request and providing sufficient details for us to identify you. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we have the opportunity to address your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our business practices, or applicable law. When we make significant changes, we will take reasonable steps to inform customers. The updated Privacy Policy will apply from the date it is published and will govern the use of personal data from that date onwards.

This Privacy Policy applies to all Man with Van Queensbury customers and prospective customers in the Queensbury area and is intended to explain clearly how we handle personal data and protect your privacy when you use our services.