Privacy Policy - Man With A Van Camden

This Privacy Policy explains how Man With A Van Camden collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Camden customers in the area, including anyone who makes an enquiry, books a service, receives a quotation, or otherwise interacts with us in connection with our moving and transport services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully to understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights available to you.

1. Who We Are

Man With A Van Camden provides removals, delivery, collection, and transport-related services. In the course of operating our business, we may act as a data controller for personal information relating to customers, potential customers, suppliers, and individuals who communicate with us.

We determine the purposes and means of processing personal data when we handle enquiries, manage bookings, issue invoices, coordinate services, and meet our legal obligations.

2. Personal Data We Collect

We only collect data that is necessary and relevant for providing our services, managing our business, and complying with legal obligations. The categories of data we may collect include:

Identity information: name, title, and any other information needed to identify you.
Contact information: address, email address, and telephone number.
Service details: pickup and delivery addresses, property access notes, item descriptions, move size, preferred dates, and service instructions.
Billing and payment information: invoice details, payment status, and limited transactional records.
Communication records: messages, emails, call notes, complaint records, and correspondence relating to a booking or enquiry.
Technical and usage information: information collected through our systems for security, performance, and administration purposes, where applicable.
Legal and compliance information: records required to meet tax, accounting, insurance, or dispute-resolution obligations.

We do not intentionally collect special category data unless it is strictly necessary and you have chosen to provide it, or unless we are required to do so for a legal reason. Special category data may include information about health, religion, or other sensitive matters. Where such data is processed, we will only do so in compliance with applicable law and with appropriate safeguards.

3. How We Collect Personal Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book a service or amend a booking;
communicate with us by phone, email, text, or written message;
make a payment or request an invoice;
provide feedback, raise a concern, or submit a complaint.

We may also receive information from third parties where necessary for service delivery, for example from a landlord, letting agent, business customer, or someone acting on your behalf. In some cases, we may receive data from administrative, accounting, or service platforms that help us run our business.

4. Why We Use Your Data and Our Lawful Basis

We process personal data only where we have a lawful basis under data protection law. Depending on the situation, we may rely on one or more of the following bases:

Contract: to take steps at your request before entering into a contract and to perform the contract once a booking is made. This includes arranging the service, confirming details, carrying out the move, and communicating essential updates.
Legal obligation: to comply with accounting, tax, insurance, record-keeping, fraud prevention, or other legal requirements.
Legitimate interests: to manage our business efficiently, improve our services, protect against misuse, handle customer communications, and maintain appropriate security, provided these interests do not override your rights and freedoms.
Consent: where we ask for your permission for a particular purpose, such as certain marketing communications or processing of sensitive information. You may withdraw consent at any time where consent is the basis for processing.

We may use your information for the following purposes:

to respond to enquiries and provide quotations;
to schedule, confirm, and complete services;
to manage payments, invoices, and financial records;
to handle customer service issues and resolve disputes;
to maintain business records and meet legal requirements;
to prevent fraud, misuse, and unlawful activity;
to improve our operations and customer experience.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where this is necessary for our business operations, legal compliance, or service delivery. These third parties may act as processors or, in some cases, independent controllers. They may include:

IT and cloud service providers that store or support our business systems;
accounting and bookkeeping providers that help manage financial records;
payment service providers that process transactions;
communication and messaging providers that help us send and receive messages;
insurance, legal, or dispute-resolution professionals where required;
subcontractors or operational partners assisting with the delivery of services, where necessary.

When we use processors, we ensure that they are contractually bound to protect personal data, process it only on our instructions, and implement appropriate security measures. We do not sell your personal data.

We may also disclose data if required by law, to respond to lawful requests, to protect our rights or the rights of others, or in connection with a business reorganisation or transfer, where permitted by law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with applicable legal and business requirements. Retention periods may vary depending on the type of information and the reason for processing.

In general:

quotation and enquiry records may be kept for a limited period after the enquiry ends;
booking, service, and customer correspondence records may be retained for business administration and dispute handling;
financial and accounting records are retained for the period required by law;
complaints and claims information may be retained until resolved and for a reasonable period afterwards;
data retained for legal defence, fraud prevention, or insurance purposes may be kept for longer where necessary.

When personal data is no longer needed, we will delete it or anonymise it securely.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access restrictions, secure storage, staff awareness, and limited retention of data to what is necessary for the task at hand.

While no system can be guaranteed to be completely secure, we work to reduce risk and to handle data responsibly. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will act in accordance with our legal obligations.

8. Your Rights Under GDPR

You have important rights regarding your personal data. Subject to legal limits and exemptions, these may include:

Right of access: to request confirmation of whether we process your data and to obtain a copy of it.
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 data portability: to request certain data in a structured, commonly used format, where applicable.
Right to object: to object to processing based on legitimate interests or to 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 raise concerns with the relevant data protection authority if you believe your data has been handled improperly. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects, unless we clearly inform you and such processing is lawful. If this changes, we will provide appropriate information about the logic involved and your available rights.

10. Children’s Data

Our services are intended for adults and business customers arranging transport or removals. We do not knowingly collect personal data from children except where it is incidentally included in service instructions or booking details provided by an adult. If we become aware that we have collected a child’s data without a lawful basis, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or how we process data. Any updated version will apply from the date it is made available. We encourage you to review it periodically so you remain informed about how your information is handled.

12. Summary of Key Principles

Transparency

We aim to make our processing of personal data clear and understandable.

Necessity

We collect only the information needed to deliver services and meet obligations.

Accountability

We take responsibility for the personal data we hold and for the processors we use.

Respect for Rights

We recognise and support your rights under data protection law.

Man With A Van Camden values your trust and is committed to processing personal data in a lawful, secure, and respectful manner. This policy is intended to provide a clear explanation of how we handle the information of everyone who uses our services in the area.