Privacy Policy - Man And Van Camden

This Privacy Policy explains how Man And Van Camden collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, and related services. It applies to all Man And Van Camden customers in the Camden area, including individuals and businesses that use our services, request quotations, make bookings, or otherwise interact with us in connection with our operations.

We are committed to processing personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, and what rights you have.

1. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. Depending on your interactions with us, we may collect the following types of information:

Identity information: name, title, and, where relevant, business name.
Contact information: postal address, email address, and telephone number.
Service information: details about the move, delivery, item type, property access, pickup and drop-off locations, dates, and special handling requirements.
Payment information: billing details, payment confirmations, and limited transaction records. We do not store full card details where payments are handled by secure third-party providers.
Communication records: emails, call notes, quotations, complaints, feedback, and other correspondence.
Website or device data: if you visit our online services, we may collect technical information such as IP address, browser type, and basic usage data through cookies or similar technologies, where applicable.

We do not intentionally collect special category data unless you choose to provide it and it is strictly necessary for a specific service arrangement. Where such data is provided, it will be handled with extra care and only where a lawful basis exists.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and book services;
to plan, carry out, and manage removals and related jobs;
to communicate with customers about appointments, access arrangements, changes, and service updates;
to issue invoices, process payments, and maintain financial records;
to respond to enquiries, complaints, and service issues;
to maintain internal records, service quality, and business administration;
to comply with legal, tax, accounting, insurance, and regulatory obligations;
to prevent fraud, protect our staff, customers, and property, and support the safe delivery of services;
to improve our operations and customer experience.

We only use personal data for the purposes described above or for compatible purposes where permitted by law. We will not use your information in a way that is unexpected or unfair.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. The main lawful bases we rely on are:

Contract

We process data when it is necessary to enter into or perform a contract with you, such as preparing a quotation, confirming a booking, carrying out the move, or completing related services.

Legal Obligation

We process certain information where required to meet our legal responsibilities, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This includes managing our business, improving service quality, maintaining security, handling disputes, and keeping appropriate records.

Consent

Where we rely on consent, such as for certain marketing activities or optional cookies where applicable, you may withdraw consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

In limited cases, we may also process data to protect vital interests or carry out a task in the public interest, although these bases are unlikely to apply to most customers.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver our services. These third parties act as processors or independent controllers depending on the context.

Payment processors: to securely handle card or electronic payments.
Accounting and bookkeeping providers: to manage invoicing, tax, and financial records.
IT and cloud service providers: to store data, manage communications, and support business systems.
Customer communication tools: where used to send service-related messages or manage enquiries.
Insurance providers and claims handlers: where required for claims, incidents, or liability management.
Professional advisers: including legal, compliance, or financial advisers.
Public authorities: where disclosure is required by law or necessary to comply with a lawful request.

We require processors to handle personal data securely, use it only on our instructions, and comply with data protection laws. We do not sell personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, and insurance requirements. Retention periods may vary depending on the type of record and the purpose of processing.

In general, we may retain:

booking and service records for a period needed to manage the customer relationship and handle after-service queries;
financial and invoicing records for the period required by tax and accounting law;
complaints, incident, or claim records for as long as necessary to resolve the matter and defend legal claims;
marketing preferences until you withdraw consent or object, where applicable.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limitations in some circumstances.

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain situations.
Right to restrict processing: you can ask us to limit how we use your data in certain cases.
Right to data portability: you can request certain data in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve the issue promptly and fairly.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and restricted use of systems containing customer information.

Although no method of transmission or storage is completely secure, we aim to use reasonable and proportionate safeguards to reduce risk. Where a personal data breach is likely to result in a risk to your rights and freedoms, we will take the steps required by law, including notifying the relevant authority and affected individuals where applicable.

8. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is incidentally provided in the course of a service arrangement. If we become aware that we have collected data unlawfully, we will take appropriate steps to remove it.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any revised 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 personal data is handled.

10. Summary of Our Commitment

Man And Van Camden is committed to processing personal data in a lawful, fair, and transparent manner. We collect only the information needed to deliver our services, rely on appropriate lawful bases, use trusted processors, and keep data only for as long as necessary. We respect your rights and aim to handle all customer information with care, security, and accountability.

This Privacy Policy applies to all Man And Van Camden customers in the Camden area.