Privacy Policy - Man And A Van Camden

This Privacy Policy explains how Man And A Van Camden collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Camden customers in the area, including prospective customers, service users, and anyone who enquires about our removal, transport, or man and van 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.

1. Who We Are

Man And A Van Camden provides moving and transport services to individuals and businesses in Camden and surrounding areas. In this policy, “we,” “us,” and “our” refer to Man And A Van Camden. “You” refers to any person whose personal data we process, including customers, prospective customers, and authorised representatives.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as your telephone number, email address, and service address.
Service information including moving dates, inventory details, access conditions, and special handling requirements.
Payment information such as payment status, billing records, and transaction references. We do not retain full card details where payment processors handle them directly.
Communication records including emails, text messages, call notes, and enquiry details.
Technical information such as basic website usage data if you interact with our online services, where applicable.
Claims and incident information if damage, loss, complaint, or dispute resolution occurs.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for the service, for example health-related access needs. If such data is provided, we will handle it with extra care and only where appropriate lawful grounds exist.

3. How We Collect Your Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us, or submit information needed for a move. We may also receive data from third parties where necessary, for example from a person arranging a service on your behalf, a landlord, estate agent, or payment provider. In some cases, we may collect data automatically through standard technical logs or service records.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan and deliver moving and transport services.
To communicate with you about the service, timing, access, and requirements.
To process payments, refunds, and invoices.
To maintain records for customer service, quality control, and dispute handling.
To comply with legal and regulatory obligations.
To protect our business from fraud, misuse, and unlawful activity.

We will only use your data where we have a valid legal reason to do so, as explained below.

5. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the situation, we rely on the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, organising service delivery, and processing payments.

Legal Obligation

We may process and retain certain data to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include responding to enquiries, improving services, handling customer disputes, protecting against fraud, and maintaining business records. We balance our interests against your privacy rights before relying on this basis.

Consent

Where required by law, we rely on your consent. For example, if we ever ask to use optional information for a specific purpose not covered by another lawful basis, we will explain this clearly and you can withdraw consent at any time.

6. Sharing Your Data and Processors

We may share personal data only when necessary and only with trusted third parties who help us provide our services. These third parties may act as processors on our behalf or, in some cases, as independent controllers. Examples include:

Payment processors that handle secure payment transactions.
IT and hosting providers that store or manage digital records and communication systems.
Accounting and bookkeeping providers that support financial administration.
Insurance providers where a claim, accident, or liability issue must be addressed.
Professional advisers such as legal or tax advisers when needed.
Subcontracted service partners where required for service delivery.

We require processors to process personal data only on our instructions, to keep it secure, and to use appropriate technical and organisational measures. We do not sell your personal data.

7. International Transfers

Where any processor or service provider is located outside the UK, we will only transfer personal data where appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

8. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of record. In general:

Quotation and enquiry records are kept for a limited period if no booking is made, to manage follow-up and business administration.
Customer booking and service records are kept for the duration of the contract and for a reasonable period afterwards to manage complaints, disputes, and service history.
Financial and tax records are retained for the period required under law.
Claims or incident records are retained for as long as needed to handle the matter and any related legal obligations.

When data is no longer needed, it is securely deleted or anonymised.

9. Security of Your Data

We use reasonable and appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality duties, and limited retention. While no system can be completely risk-free, we work to protect personal data to a high standard.

10. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to conditions and exceptions. They include:

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 ask us to delete data in certain circumstances.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to data portability – you can ask for certain data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests, including direct marketing where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits set by law. We may need to verify your identity before acting on a request.

11. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is necessary in connection with a service arrangement and where appropriate authority is provided by a parent, guardian, or responsible adult.

12. Automated Decision-Making

We do not use automated decision-making or profiling that produces legal or similarly significant effects about you. If this changes, we will update this policy and explain the relevant rights.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updates will take effect when published. We encourage you to review this policy periodically so you remain informed about how your data is handled.

14. Summary of Our Commitment

Man And A Van Camden is committed to protecting your privacy and respecting your data rights. We only collect data that is necessary, use it for clear and lawful purposes, retain it only for as long as needed, and share it only with trusted processors or where required by law. If you use our services, this policy applies to you as a customer in the Camden area and explains how we manage your personal information responsibly and transparently.