Privacy Policy - Man With Van Camden

This Privacy Policy explains how Man With Van Camden collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Camden customers in the Camden area and to anyone who interacts with us in relation to our removal, transport, delivery, loading, unloading, and related services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Camden provides local moving and transport services for customers in Camden and surrounding areas. In the course of operating our services, we may act as a data controller for personal data that we decide how and why to process. This means we are responsible for ensuring your information is used only for legitimate purposes and protected appropriately.

2. Personal Data We Collect

We collect only the information necessary to provide and manage our services. The categories of data we may process include:

Identity details, such as your name and title.
Contact details, such as phone number and email address.
Service information, such as collection and delivery addresses, access instructions, dates, and booking requirements.
Payment information, such as billing details and records of transactions.
Communication records, including messages, notes, and service enquiries.
Website or device data, where relevant, such as cookies, IP address, and usage information when you interact with online forms or digital services.
Operational information, such as photographs of items or premises where needed to assess service requirements or manage a move safely.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or a legal basis allows us to do so. Please avoid sharing sensitive personal data unless it is required for the service.

3. How We Use Your Data

We use personal data to operate our business and deliver our services. Typical purposes include:

Processing bookings, quotations, and service requests.
Communicating with you before, during, and after a job.
Planning routes, allocating staff, and carrying out removals and deliveries.
Handling payments, invoicing, refunds, and account administration.
Meeting legal, tax, accounting, and insurance obligations.
Managing complaints, disputes, and service-related claims.
Improving service quality, training staff, and maintaining records.
Protecting against fraud, abuse, or misuse of our services.

We only process data that is relevant and necessary for these purposes, and we keep it accurate and up to date where possible.

4. Lawful Basis for Processing

We rely on one or more lawful bases under the UK GDPR to process personal data:

Contract: Processing is necessary to provide a quote, enter into a service agreement, and perform the moving or transport service.
Legal obligation: We may retain and process information to comply with tax, accounting, insurance, and regulatory requirements.
Legitimate interests: We may use data to run and improve our business, communicate with customers, manage risk, prevent fraud, and keep accurate records, provided these interests are not overridden by your rights and freedoms.
Consent: Where consent is required, for example for certain marketing or optional processing, we will ask for it clearly and you may withdraw it at any time.

When we rely on legitimate interests, we carry out a balancing assessment to ensure our use of data is proportionate and respectful of your privacy.

5. Sharing Your Information

We may share personal data with trusted third parties where necessary to deliver our services or meet legal requirements. These recipients may include:

Payment providers and banking services for processing transactions.
IT, hosting, and software providers that help us store records, manage bookings, or operate business systems.
Insurance providers when claims, incidents, or cover verification is required.
Professional advisers, such as accountants, legal advisers, or auditors.
Public authorities where disclosure is required by law or necessary to protect rights and safety.
Subcontractors or processors engaged to assist with jobs, scheduling, communications, or administration.

We do not sell your personal data. Where third parties act on our behalf, they are required to process data only under our instructions, keep it secure, and comply with data protection law.

6. Data Processors

We may use data processors to support our operations. A processor is a third party that processes personal data on our behalf and does not use it for its own purposes. Examples may include:

Cloud storage and document management providers.
Email, messaging, and customer administration tools.
Accounting and invoicing software.
Website hosting and analytics providers, where applicable.

We ensure processors are selected carefully and are bound by appropriate contractual terms. These terms require them to implement suitable technical and organisational security measures and to assist us in meeting our data protection obligations.

7. Data Retention

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

Booking and service records: retained for a reasonable period to manage customer relationships, handle queries, and evidence the service provided.
Financial records: retained in line with tax and accounting requirements.
Correspondence and complaint records: retained long enough to resolve issues and protect against legal claims.
Technical or website data: retained for short periods unless needed for security, troubleshooting, or legal reasons.

When data is no longer needed, we securely delete, anonymise, or archive it in accordance with our retention practices. We review retention needs regularly to avoid keeping personal data for longer than necessary.

8. Data Security

We use appropriate security measures to protect personal data against unauthorised access, alteration, disclosure, or loss. These measures may include access controls, password protection, restricted staff access, secure storage, and careful handling of paper and electronic records. While no system can be guaranteed completely secure, we take reasonable steps to reduce risks and respond appropriately to any suspected incident.

9. Your Rights

Under data protection law, you may have a number of rights regarding your personal data. These may include:

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 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 where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal or practical limitations. If you wish to exercise a right, we will assess your request and respond in accordance with applicable law.

10. Children’s Data

Our services are intended for adult customers or individuals acting on behalf of households, businesses, or organisations. We do not knowingly collect personal data from children unless it is necessary in a service context and provided by an authorised adult. If we become aware that we have collected data improperly, we will take steps to delete it where appropriate.

11. International Transfers

Where any service provider stores or processes data outside the UK, we will take steps to ensure appropriate safeguards are in place. This may include the use of approved contractual protections or ensuring the destination country provides an adequate level of protection.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will apply from the date of publication or from a later date stated in the revised policy. We encourage customers in Camden and the surrounding area to review this notice periodically.

By using Man With Van Camden’s services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We aim to keep our practices transparent, limited to what is necessary, and respectful of your privacy at all times.