Privacy Policy - Man And Van Camdentown

This Privacy Policy explains how Man And Van Camdentown collects, uses, stores, shares, and protects personal data when providing services to customers in the Camdentown area. It applies to all Man And Van Camdentown customers in area, including anyone who requests a quotation, makes a booking, communicates with us, or uses our removal, delivery, packing, loading, unloading, or related van services.

We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Data We Collect

We only collect personal data that is necessary for us to provide our services, manage customer relationships, comply with legal obligations, and improve our operations. Depending on how you interact with us, we may collect the following categories of data:

• Identity data: name, title, and any business name you provide.
• Contact data: address, email address, telephone number, and collection or delivery location details.
• Booking and service data: service type requested, moving dates, property access details, inventory or item descriptions, and service preferences.
• Payment data: transaction records, payment status, and billing information. We do not retain more payment data than necessary for processing and accounting.
• Communication data: messages, enquiries, complaints, quotes, and any notes relating to customer support.
• Technical data: IP address, device information, browser information, and basic usage data if you interact with our digital systems.
• Marketing preferences: your consent choices and communication preferences, where applicable.

We do not intentionally collect special category data unless it is provided to us by you and is necessary for a specific service or legal reason. Special category data includes information such as health data, racial or ethnic origin, religious beliefs, or biometric information. If such information is ever shared with us, we will handle it with additional care and only where a lawful basis exists.

2. How We Use Your Data

We use personal data for the following purposes:

• to provide quotes and manage bookings;
• to carry out removals, deliveries, packing, loading, and unloading services;
• to communicate with you before, during, and after a service;
• to manage payments, invoicing, and accounting;
• to respond to enquiries, complaints, and feedback;
• to maintain records for business administration and legal compliance;
• to protect our business, staff, customers, and property;
• to improve our services, processes, and customer experience;
• to send marketing communications where permitted and appropriate.

We will only use your data in ways that are compatible with the purposes for which it was collected, unless we have a valid reason to do otherwise and you would reasonably expect that use.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, we may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moving services, and processing payments.

Legal Obligation

We may process certain data to comply with legal requirements, including accounting, tax, record-keeping, and the handling of lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and freedoms. Examples include managing our services, preventing fraud, improving operations, keeping internal records, and dealing with customer disputes.

Consent

Where required, we rely on your consent, for example for some forms of marketing communication or optional data uses. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in ordinary service delivery, but may be relied upon in rare cases where necessary to protect someone’s vital interests or where required by law.

4. Data Sharing and Processors

We do not sell personal data. However, we may share it with trusted third parties when necessary for service delivery, administration, legal compliance, or business operations. Where a third party processes data on our behalf, it acts as a processor and is required to follow our instructions and appropriate security measures.

Examples of processors and recipients may include:

• Payment service providers for processing card or electronic payments;
• Accounting and bookkeeping providers for financial administration and tax compliance;
• IT and cloud storage providers for secure data hosting, email, and document management;
• Customer management or scheduling tools used to organise bookings and service records;
• Professional advisers such as accountants, auditors, insurers, and legal advisers;
• Public authorities where disclosure is required by law or necessary to protect rights and safety.

Where personal data is transferred outside the UK, we will take appropriate steps to ensure it receives an adequate level of protection, such as using approved contractual safeguards or transferring only where an adequacy decision applies.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period may vary depending on the type of information and the reason for processing.

• Booking and service records: kept for a reasonable period after the service is completed, to manage queries, claims, and business records.
• Financial and tax records: kept for the period required by law.
• Communication records: kept for as long as needed to resolve issues and maintain accurate service history.
• Marketing preferences: kept until you withdraw consent or object, or until they are no longer needed.

When personal data is no longer required, we will delete it securely, anonymise it, or otherwise dispose of it safely.

6. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure systems, staff awareness, limited data access, and careful handling of records.

While we take data security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs that may present a risk to your rights or freedoms, we will respond in line with our legal obligations, which may include notifying the relevant authority and, where necessary, affected individuals.

7. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may be subject to legal limits and exceptions, but we will always consider your request carefully and respond within the required timeframe.

• 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: in some circumstances, you can request that we delete your personal data.
• Right to restriction: you can ask us to limit how we use your data in certain situations.
• Right to data portability: where applicable, you can request that we provide your data in a portable 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 Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly.

8. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is incidental and necessary for service provision, or unless required by law. If we become aware that we have collected data from a child without appropriate permission, we will take steps to delete it or handle it lawfully.

9. Changes to This Privacy Policy

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

10. Summary of Our Commitment

Man And Van Camdentown is committed to protecting personal information and using it responsibly. We collect only the data needed to provide our services, process it on a lawful basis, share it only with appropriate processors or where legally required, and keep it only for as long as necessary. We respect your rights and aim to be transparent, fair, and secure in everything we do.