Privacy Policy - Man With A Van Camden Town

This Privacy Policy explains how Man With A Van Camden Town collects, uses, stores, shares, and protects personal data in connection with its moving, transport, courier, and related services. It applies to all Man With A Van Camden Town customers in the area, including prospective customers, current customers, and anyone who communicates with us about a booking, quotation, delivery, or service enquiry. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We only collect and use personal information where we have a valid reason to do so and only to the extent necessary for the services we provide. This policy explains what information may be collected, why we use it, how long we keep it, who may process it on our behalf, and the rights available to you in relation to your personal data.

1. Data We Collect

We may collect different types of personal data depending on how you interact with us and which services you use. This may include:

Identity information such as your name, title, and where relevant, the name of your business or organisation.
Contact information such as your email address, telephone number, billing address, collection address, and delivery address.
Booking and service information such as move dates, access details, inventory descriptions, preferred service times, and special instructions.
Payment and transaction information such as payment status, invoice details, and limited financial records necessary to complete the transaction.
Communication records such as emails, call notes, message histories, complaint details, and enquiries.
Technical information where applicable, such as device type, browser information, and basic usage data collected through standard online systems.
Service-related images or documents if you send photographs, inventories, or supporting documents to help us assess or complete a job.

We do not intentionally collect special category data unless it is required and you have chosen to provide it, or it is necessary for a specific lawful purpose. Special category data may include information about health, religion, ethnicity, or other sensitive details. Please avoid sharing unnecessary sensitive information unless it is directly relevant to your service request.

2. How We Use Your Data

We use personal data to manage our operations and provide a safe, efficient, and reliable service. Typical uses include:

providing quotes and confirming bookings;
planning, carrying out, and completing moving or transport services;
communicating with customers about schedules, access requirements, or service changes;
issuing invoices and managing payments;
responding to questions, complaints, and service requests;
maintaining business and safety records;
meeting legal, accounting, insurance, and tax obligations;
preventing fraud, misuse, or unlawful activity;
improving our service quality and customer experience.

We will only use your information for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible reason and that reason is permitted by law.

3. Lawful Basis for Processing

We process personal data only where the law allows us to do so. Depending on the context, our lawful bases include:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, scheduling services, completing moves, and handling payment and invoice administration.

Legal Obligation

We may process and retain certain information where we must comply with legal obligations, including tax, accounting, insurance, regulatory, or record-keeping requirements.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing bookings, improving service operations, maintaining internal records, preventing fraud, and resolving disputes.

Consent

In limited situations, we may rely on your consent, for example if you voluntarily provide optional information or agree to a specific form of communication that is not required for the service. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare cases, we may process data to protect someone’s vital interests, such as in an emergency involving health or safety.

We do not rely on one lawful basis alone for all processing. The appropriate lawful basis will depend on the particular activity and the nature of the data involved.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties when necessary for service delivery, administration, or legal compliance. Where such third parties process data on our behalf, they act as processors and may only use the data in line with our instructions and applicable data protection law.

Examples of processors or service providers may include:

payment service providers who handle card or online payments;
accountants or bookkeeping providers for financial administration;
IT and cloud storage providers that support our business systems;
communication service providers used for email, messaging, or phone systems;
business administration software providers;
insurance or legal advisers where necessary for claims or disputes.

We may also disclose personal data if required by law, by a court order, or to protect our rights, property, staff, customers, or the public. If a business restructuring or transfer occurs, personal data may be transferred as part of that transaction, subject to appropriate safeguards.

Where processors are used, we take reasonable steps to ensure they implement suitable technical and organisational measures to protect your information. We do not permit processors to sell your personal data or use it for their own unrelated purposes.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including for legal, accounting, or reporting obligations. Retention periods depend on the type of record and the reason for holding it.

Booking and service records are typically retained for a reasonable period after completion to manage follow-up queries, complaints, or disputes.
Financial and tax records are kept for the period required by law.
Communication records are retained as long as needed to manage customer care, evidence service details, or support legal claims.
Technical and security logs are kept for a limited period unless a longer retention period is necessary for investigation or system protection.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in a way that prevents unnecessary access. If retention is extended because of a legal claim, regulatory matter, or ongoing dispute, we will only keep the information for the time reasonably required.

6. Security of Personal Data

We use 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 careful management of third-party systems. While no system can be guaranteed completely secure, we work to reduce risks and maintain a high standard of protection.

7. Your Rights

Under data protection law, you have rights over your personal data. Subject to legal limits and exemptions, 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 restrict processing – to ask us to limit how we use your data in some situations.
Right to object – to object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to be informed about how your data is used, which is the purpose of this Privacy Policy. If you believe your data protection rights have been infringed, you may raise concerns with the appropriate supervisory authority.

8. Children’s Data

Our services are intended for adult customers or persons acting on behalf of households, businesses, or organisations. We do not knowingly collect personal data from children unless it is incidental to the service and provided by a responsible adult in connection with a move or delivery. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

9. 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 updated 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 information is protected and used.

Man With A Van Camden Town is committed to respecting your privacy and handling personal data responsibly. By using our services, you acknowledge that your information may be processed in accordance with this Privacy Policy and applicable data protection laws.