Privacy Policy

Man with Van Camden Privacy Policy

This Privacy Policy explains how Man with Van Camden collects, uses, stores and shares personal data about its customers and prospective customers in the Camden area. It is intended to help you understand your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all services provided by Man with Van Camden to customers in the Camden area, including enquiries, quotations, bookings and the performance of moving and transport services.

Who we are and scope of this policy

Man with Van Camden is a moving and transport service operating in and around the Camden area. For the purposes of data protection law, Man with Van Camden is the data controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used and are responsible for ensuring that it is handled lawfully.

This Privacy Policy covers personal data relating to individual customers, individual contacts within business customers, and prospective customers who request information or a quotation from us.

Personal data we collect

We collect and process different categories of personal data depending on how you use our services. This may include:

Identification and contact details: name, address, collection and delivery addresses, email address, and contact details for you or any person you nominate as a contact for the job.

Booking and service information: details of the services you request, dates and times of bookings, inventory or descriptions of items to be moved where provided by you, access information for properties, and any specific instructions or notes you provide.

Communication data: information contained in enquiries, quotations, messages and any correspondence between you and Man with Van Camden, including records of telephone conversations where notes are taken.

Payment information: details relating to payments such as payment method, partial card details where necessary for payment processing, and payment confirmations. We do not store full card details when they are processed through a secure payment provider.

Technical data: when you interact with us online, we may collect limited technical data such as your IP address, device information, and basic analytics data that help us understand how our website or online tools are used. This is generally collected using cookies or similar technologies where applicable.

Lawful basis for processing your data

We only process your personal data where we have a valid lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:

Contract: we process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes responding to your enquiries, providing quotations, confirming bookings, carrying out the move or transport service, taking payment, and managing any follow-up or aftercare.

Legal obligation: we may process your personal data to comply with legal obligations, such as record-keeping, tax and accounting requirements, and responding to lawful requests from public authorities.

Legitimate interests: we may process your personal data for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This can include managing and improving our services, handling queries and complaints, training staff, protecting our business against fraud or misuse, and maintaining appropriate records of our operations.

Consent: in limited circumstances we may rely on your consent, for example where we choose to send marketing communications and you are not an existing customer, or where specific consent is required for certain optional cookies or analytics tools. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To respond to enquiries, provide quotations and discuss potential services.

To create and manage bookings, schedule work, and allocate staff and vehicles.

To carry out moving and transport services safely and efficiently, including planning access and handling your items as described by you.

To process payments, issue invoices and receipts, and maintain financial records.

To communicate with you about your booking, changes to services, and any issues that arise.

To handle feedback, complaints or disputes and to improve our services.

To keep internal records necessary for business management, financial reporting and legal compliance.

To protect our rights, property and safety, and that of our customers, staff and third parties, for example in connection with fraud prevention or security.

Data retention and storage

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting or reporting obligations. Retention periods may vary depending on the type of data and our legal obligations.

In general, we keep:

Booking and service records, including basic contact details and information about the services we provided, for a period that allows us to respond to any questions, disputes or legal claims and to comply with tax and accounting rules.

Financial records and payment information for the periods required under applicable tax and accounting laws.

Correspondence and enquiry records for a reasonable period after the enquiry or booking is closed, so that we can refer back to previous communications if needed and improve our services.

Where data is no longer required for the purposes described in this Privacy Policy, it will be securely deleted, anonymised or otherwise removed from our systems.

Data processors and sharing your data

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These service providers only process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with data protection law.

Examples of such processors include:

Payment service providers who process card payments and other transactions for us.

Providers of booking, customer management or invoicing tools that we use to organise our services.

IT and communications providers, such as email and cloud storage services, that enable us to operate our business.

Professional advisers, such as accountants or legal advisers, where necessary for the management of our business and compliance with legal obligations.

We may also share your personal data where required by law, for example with regulatory or law enforcement authorities, or where necessary to establish, exercise or defend legal claims.

We do not sell your personal data to third parties.

International transfers

If any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before personal data is transferred. These safeguards may include the use of data protection agreements that contain standard contractual clauses approved by relevant authorities or ensuring that the recipient is located in a country that offers an adequate level of data protection.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These rights include:

Right of access: you have the right to request confirmation that we process your personal data and to receive a copy of that data, along with information about how we use it.

Right to rectification: you have the right to request correction of personal data that is inaccurate or incomplete.

Right to erasure: in certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: you may ask us to restrict the processing of your personal data in certain circumstances, such as while we are considering a request to rectify or erase your data.

Right to data portability: where we process your personal data on the basis of your consent or a contract and the processing is carried out by automated means, you may have the right to receive your data in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller where technically feasible.

Right to object: you have the right to object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is needed for legal claims.

Right to withdraw consent: where we rely on your consent to process personal data, you can 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 a supervisory authority if you are concerned about how your data is handled. In the United Kingdom, this is the Information Commissioner.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, alteration or disclosure. Measures may include access controls, secure storage, staff training and appropriate contractual obligations with our service providers. While no system is completely secure, we aim to protect your data to a level appropriate to the risks associated with the processing.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. When we make material changes, we will take reasonable steps to inform you, such as updating the version available on our website or making it available at the time of booking. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.