Privacy Policy - Queenspark Movers

Queenspark Movers is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, share, store, and protect personal information in connection with our moving and related services. It applies to all Queenspark Movers customers in the area, including prospective customers, actual customers, and individuals who interact with us on behalf of a customer.

1. Who We Are

Queenspark Movers provides relocation, packing, transportation, storage coordination, and related moving services. In the course of operating these services, we may process personal data about individuals, households, business contacts, and service recipients. This policy explains how we manage that data in compliance with the UK GDPR and other applicable data protection laws.

2. Personal Data We Collect

We collect only the information needed to provide our services, manage our business, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

• Identity information such as your name, title, and any account or booking reference.
• Contact information such as your address, telephone number, and email address.
• Service information such as moving dates, property access details, inventory lists, and special handling instructions.
• Payment and billing information such as invoice details, transaction records, and payment status.
• Communication records including emails, call notes, complaint details, and service feedback.
• Technical information where relevant, such as device or usage data collected from our website or digital systems.
• Special category data only when strictly necessary, for example if you voluntarily disclose accessibility requirements or health-related information that affects moving arrangements.

We generally do not seek to collect sensitive information unless it is necessary for the service, provided by you voluntarily, and handled with appropriate safeguards.

3. How We Collect Data

We may collect personal data directly from you when you request a quote, make a booking, complete forms, communicate with us, or use our services. We may also receive data from third parties where necessary, such as:

• property owners, letting agents, or estate professionals;
• business partners involved in the arrangement of a move;
• payment providers or financial institutions;
• publicly available sources, where permitted by law.

Where we receive personal data from another source, we use it only for legitimate business and service purposes.

4. How We Use Your Personal Data

We use personal data for the following purposes:

• to provide quotes, arrange bookings, and deliver moving services;
• to communicate with you about your move, scheduling, and service changes;
• to process invoices, payments, and refunds where applicable;
• to maintain records of services provided and manage customer relationships;
• to respond to enquiries, feedback, and complaints;
• to meet legal, regulatory, tax, and accounting obligations;
• to protect our business, staff, and customers from fraud, misuse, or security risks;
• to improve our services, training, and operational planning.

We only use data in ways that are compatible with the purpose for which it was collected, unless we have a lawful basis to use it differently.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Queenspark Movers relies on the following lawful bases:

• Performance of a contract – when processing is necessary to provide a quote, deliver moving services, or manage your booking.
• Legitimate interests – when processing is necessary for our business operations, service improvement, fraud prevention, recordkeeping, or internal administration, provided your rights do not override our interests.
• Legal obligation – when we must process or retain information to comply with tax, accounting, insurance, or other legal requirements.
• Consent – where required by law, for example for certain marketing communications or the processing of special category data in limited circumstances.
• Vital interests – in rare cases where processing is necessary to protect someone’s life or safety.

If we rely on consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

6. Data Sharing and Processors

We may share personal data with trusted third parties, but only where necessary and with appropriate protections in place. These parties may act as data processors or independent controllers depending on the service they provide.

Processors may include:

• IT and cloud storage providers;
• payment processing services;
• accounting, bookkeeping, and invoicing software providers;
• customer communication and scheduling systems;
• professional advisers such as lawyers, auditors, or insurers;
• subcontracted moving or logistics partners acting under our instructions.

Where we use processors, they are required to process personal data only on our instructions, keep it secure, and comply with data protection law. We do not sell personal data.

We may also disclose information where required by law, to enforce our rights, or to protect the safety of our customers, staff, or the public.

7. International Transfers

If personal data is transferred outside the UK or European Economic Area, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We take steps to ensure that your data remains protected to a standard consistent with applicable law.

8. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, insurance, or reporting obligations. Retention periods may vary depending on the type of data and service provided.

In general:

• booking and service records are retained for a period necessary to manage the customer relationship and resolve disputes;
• financial and tax-related records are kept for the period required by law;
• complaint and correspondence records are kept for a reasonable period after the matter is closed;
• marketing preferences are kept until you opt out or the data 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.

9. Your Rights

Depending on your location and the circumstances of processing, you may have the following rights under data protection law:

• Right of access – to request a copy of your personal data and information about how it is processed.
• Right to rectification – to ask us to correct inaccurate or incomplete information.
• 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.
• Right to data portability – to receive certain data in a structured, commonly used format.
• Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve any concern promptly and fairly.

10. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, confidentiality obligations, staff training, and regular review of our handling practices. While no system is completely secure, we take reasonable steps to safeguard the information we hold.

11. Marketing

We may send you service-related communications that are necessary for bookings or customer support. We will only send marketing communications where permitted by law. You may opt out of marketing at any time. If you do so, we will stop using your data for direct marketing purposes without affecting essential service communications.

12. Children’s Data

Our services are not aimed at children. We do not knowingly collect personal data from children unless it is necessary in connection with a move and provided by an adult customer or lawful representative. Where children’s data is involved, we take extra care to ensure that it is collected and used only where appropriate and lawful.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will take effect when published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we protect your data.

Summary of Principles

Queenspark Movers processes personal data only when necessary, for clear purposes, and with lawful grounds. We limit retention, use trusted processors, protect data securely, and respect your rights under data protection law.

This Privacy Policy applies to all Queenspark Movers customers in the area and governs the handling of personal data connected with our services.