Privacy Policy - Man And Van Camdentown

Man And Van Camdentown is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information about our customers and prospective customers. It applies to all Man And Van Camdentown customers in the area, including anyone who requests a quote, books a service, communicates with us, or receives services from us.

1. Who We Are

Man And Van Camdentown provides man and van, removal, delivery, and related transport services. In the course of operating these services, we may collect and process personal data about individuals and businesses. For the purposes of data protection law, we are the data controller for the personal information we handle in connection with our services.

2. Information We Collect

We collect only the information we need to provide and manage our services, respond to enquiries, and meet our legal obligations. The categories of data we may collect include:

Identity details such as your name, title, and, where relevant, the name of your business.
Contact details such as phone number, email address, billing address, and service address.
Booking and service information such as collection and delivery locations, move dates, item lists, access details, and special handling requirements.
Payment and transaction data such as payment status, invoice details, and records of services purchased.
Communication records including emails, messages, call notes, and enquiries.
Technical data such as basic device or browser information if you interact with our digital systems.
Evidence required for claims or disputes such as photographs, incident reports, or other supporting documents.

We do not intentionally collect special category data unless it is necessary and provided by you in connection with a service issue, claim, or legal requirement. If such data is shared with us, we will process it only where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to manage bookings and carry out moves or deliveries;
to communicate with you before, during, and after a service;
to issue invoices, process payments, and manage accounts;
to handle complaints, claims, and customer support requests;
to maintain business records and improve our services;
to comply with legal, tax, accounting, and regulatory obligations;
to prevent fraud, misuse, and security incidents;
to establish, exercise, or defend legal rights.

We only use your personal data for a specific purpose where we have a lawful basis to do so.

4. Lawful Basis for Processing

Under the UK GDPR and the Data Protection Act 2018, we rely on the following lawful bases when processing your personal data:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, completing services, and handling payment-related matters.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. Examples include service administration, internal record keeping, customer support, fraud prevention, and service improvement. When relying on legitimate interests, we consider the potential impact on your privacy and take steps to keep that impact proportionate.

Consent

In limited situations, we may rely on your consent, for example where you agree to receive certain optional communications or where you provide information that is not otherwise required. Where consent is used, you can withdraw it at any time.

5. How We Share Personal Data

We do not sell your personal information. We may share data with trusted third parties where necessary for the operation of our business and provision of services. These may include:

Payment providers that help process card or other payments.
Accounting and bookkeeping providers used to manage financial records.
IT and cloud service providers that host or support our systems.
Professional advisers such as accountants, insurers, or legal advisers.
Subcontractors or service partners assisting with transport, logistics, or related operational tasks.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

Where we use processors, they act only on our instructions and are required to keep personal data secure and confidential. We ensure that appropriate data processing agreements are in place where required.

6. Processors and Data Security

We use processors to support day-to-day operations, including systems for communications, payments, accounting, storage, and administration. These processors may process personal data only for the purposes we specify. We require them to implement suitable technical and organisational measures to protect data against unauthorised access, alteration, disclosure, loss, or destruction.

Our security measures are designed to be appropriate to the risks involved and may include access controls, password protection, secure storage, staff confidentiality obligations, and limited access to personal data on a need-to-know basis.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods depend on the type of data and the reason it is held.

Customer and booking records are generally kept for the duration of the business relationship and for a reasonable period afterwards.
Financial and invoice records are retained for the period required by tax and accounting law.
Correspondence and support records may be retained for as long as needed to resolve queries, disputes, or service issues.
Claim or legal records may be kept longer where necessary to establish, exercise, or defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

8. International Transfers

If any of our processors or service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place before any transfer takes place. These safeguards may include adequacy regulations, standard contractual clauses, or other legally approved transfer mechanisms.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights are subject to certain conditions and exemptions, but we will always respond to requests in accordance with the law.

Right of access - you can ask for 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 certain circumstances, you can ask us to delete your personal data.
Right to restriction - you can ask us to limit how we use your data in certain situations.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - where applicable, you can request that we provide your data in a structured, commonly used format.
Right to withdraw consent - where we rely on consent, you can 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 without undue delay and within the time limits required by law.

10. Marketing Preferences

If we send any marketing communications, we will do so only where permitted by law. You have the right to opt out of marketing at any time. This will not affect the service-related messages we need to send you, such as booking confirmations, service updates, invoices, or important account notifications.

11. Cookies and Similar Technologies

If we use digital tools that rely on cookies or similar technologies, these may be used for basic site functionality, performance monitoring, or improving user experience. Where consent is required, we will request it in accordance with applicable law. You can manage cookie preferences through your browser or device settings.

12. Children’s Data

Our services are intended for adults and business users. We do not knowingly collect personal data from children except where it is incidentally provided by a parent, guardian, or authorised adult in connection with a service. If we become aware that we have collected such information without appropriate authority, we will take steps to remove it where appropriate.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

14. Complaints

If you have concerns about how we handle your personal data, please contact us using the appropriate channels provided in our service materials. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

15. Summary of Our Commitments

Man And Van Camdentown processes personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, share it only with trusted processors and other necessary recipients, keep it only as long as required, and respect your rights under data protection law. We are committed to handling all customer information with care, confidentiality, and integrity.

This Privacy Policy applies to all Man And Van Camdentown customers in area.