Privacy Policy - Man With Van Camden

This Privacy Policy explains how Man With Van Camden collects, uses, stores, shares, and protects personal data when providing removals, man and van, delivery, and related services. It applies to all Man With Van Camden customers in the area, including anyone who contacts us, requests a quote, books a service, receives a delivery, or otherwise interacts with us in connection with our services. We are committed to handling personal information in a way that is lawful, fair, transparent, and consistent with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the information needed to provide our services effectively and to manage our business responsibly. Depending on how you use our services, we may collect the following categories of data:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your address, email address, and telephone number.
Service information including moving addresses, property access details, preferred dates, item lists, and delivery instructions.
Payment and billing information such as payment status, invoice details, and transaction records. We do not intentionally store full card details unless required by the payment method used and any associated security controls.
Communication records including messages, phone notes, complaints, feedback, and service-related correspondence.
Technical data such as IP address, browser type, device information, and limited usage data if you interact with our digital systems.
Special instructions that may be necessary for service delivery, such as access requirements or handling needs for fragile or bulky items.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service reason or legal requirement. If such data is provided, we will handle it with additional care and only where there is a valid lawful basis.

2. How We Use Personal Data

We use personal data to deliver a reliable service and manage our obligations. This may include:

Providing quotations and confirming bookings.
Planning, carrying out, and managing removals or deliveries.
Processing payments, issuing invoices, and maintaining accounting records.
Communicating about schedules, access, delays, changes, or service updates.
Responding to enquiries, complaints, and aftercare requests.
Maintaining internal records, service quality, and business administration.
Protecting against fraud, misuse, property damage, or unlawful activity.
Meeting legal, tax, insurance, and regulatory obligations.

We will only use your personal data for the purpose it was collected unless we reasonably need to use it for another compatible purpose. If we need to process your data for a new purpose, we will ensure there is a valid legal basis before doing so.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing personal data. We rely on the following bases, depending on the circumstances:

Performance of a Contract

We process personal data when it is necessary to provide a quote, accept a booking, complete a move, or manage related services. This includes using your details to communicate with you, arrange access, and fulfil the agreed service.

Legal Obligation

We may process personal data to comply with legal duties, including tax, accounting, insurance, recordkeeping, and responding to lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This includes business administration, service improvement, customer support, fraud prevention, and protecting our property or staff. When relying on legitimate interests, we take care to ensure the processing is proportionate and necessary.

Consent

In limited situations, we may rely on your consent, for example where it is appropriate for optional marketing or the use of certain non-essential technologies. Where consent is used, you can withdraw it at any time.

Where we process special category data, we will only do so if a specific condition under data protection law applies, such as explicit consent or another lawful condition permitted by law.

4. Sharing Data and Processors

We may share personal data with trusted third parties when necessary to operate our services safely and effectively. These third parties act as processors or independent controllers depending on their role.

Payment providers who handle secure payment processing.
Accounting and invoicing providers who support financial administration.
IT and cloud service providers who store or help manage business systems and data.
Communication service providers that enable email, phone, or messaging functions.
Insurance and claims handlers where necessary for coverage or incident resolution.
Professional advisers such as legal, tax, or compliance advisers when required.
Public authorities if disclosure is required by law or is necessary to protect rights, safety, or property.

We ensure that processors only act on our instructions, process data for agreed purposes, and are subject to appropriate security and confidentiality obligations. Where personal data is transferred outside the UK, we will take steps to ensure adequate safeguards are in place, such as approved contractual protections or other lawful transfer mechanisms.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. The retention period depends on the type of data and the reason for processing.

Booking and service records are typically kept for the period needed to manage the service and handle follow-up queries.
Financial and tax records are retained for the period required by applicable law.
Correspondence and complaint records may be kept for a reasonable period to evidence service history and resolve disputes.
Marketing consent records may be kept until you withdraw consent or the record is no longer needed.

When data is no longer required, we will delete, anonymise, or securely destroy it. We review retention periodically to ensure we are not keeping information for longer than necessary.

6. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to certain conditions and exemptions, but we will always consider your request carefully.

Right of access ??? you can ask for a copy of the personal data we hold about you.
Right to rectification ??? you can request correction of inaccurate or incomplete data.
Right to erasure ??? in certain cases, you can ask us to delete your data.
Right to restriction ??? you can request limited processing in specific situations.
Right to object ??? you can object to processing based on legitimate interests or direct marketing.
Right to data portability ??? you can request a copy of certain data in a structured format, where applicable.
Right to withdraw consent ??? where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal procedures. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected incident.

8. Cookies and Similar Technologies

If any digital tools or websites are used in connection with our services, limited cookies or similar technologies may be used for essential functionality, performance, or analytics. Where consent is required, we will request it before placing non-essential cookies. You may also manage cookie settings through your browser controls.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data practices. The updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how we handle personal data.

10. Summary of Our Commitment

Man With Van Camden is committed to processing personal data responsibly and transparently. We collect only what is needed, use it for legitimate service and business purposes, retain it for no longer than necessary, and share it only with trusted processors or where legally required. We respect your rights and aim to handle all data in a way that is lawful, secure, and proportionate to the services we provide.

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