Privacy Policy - Man With Van Camden

This Privacy Policy explains how Man With Van Camden collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With Van Camden customers in the area, including anyone who requests a quote, makes a booking, receives a service, or communicates with us in connection with a move or transport arrangement.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help customers understand what happens to their information and what rights they have.

1. Personal Data We Collect

We collect only the information necessary to manage enquiries, provide services, and meet legal or operational obligations. The types of data we may collect include:

Identity details: name, title, and any business or company name provided.
Contact details: telephone number, email address, and service address.
Booking and service details: move date, locations, access information, item lists, packing requirements, and delivery instructions.
Payment information: transaction details and billing records, where relevant.
Communication records: emails, messages, call notes, and complaint or feedback records.
Technical information: limited data such as IP address or browser information if collected through digital tools used to manage enquiries or bookings.
Special category data: we do not intentionally collect sensitive personal data unless it is necessary and you provide it voluntarily, for example where access needs or health-related considerations affect a move.

We aim to keep data collection proportionate. If we do not need certain information to deliver the service, we will not request it.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange and deliver moving or transport services;
to communicate about bookings, changes, delays, or service requirements;
to process payments and maintain accurate records;
to manage customer support, complaints, and after-service follow-up;
to comply with legal, accounting, insurance, or regulatory obligations;
to protect our operations, customers, staff, and property from fraud, misuse, or safety risks.

We do not use personal data for unrelated purposes unless we have a valid lawful basis and, where necessary, have informed you of the change.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Depending on the situation, we rely on one or more of the following 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, completing moves, and handling payment or service administration.

Legal Obligation

We may process data to meet legal obligations, such as tax, accounting, insurance, record-keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights do not override those interests. This may include service improvement, internal record management, fraud prevention, or resolving disputes. When relying on this basis, we consider whether the processing is proportionate and respects your privacy.

Consent

In limited cases, we may ask for your consent, for example where you provide optional information or agree to a specific type of communication not necessary for the contract. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services, operate our business, or meet legal requirements. These third parties act either as independent controllers or as processors acting on our instructions.

Examples of processors and service providers may include:

payment processors who handle card or online transactions;
accounting and bookkeeping providers who support financial administration;
IT and cloud service providers who store or secure business information;
communication tools used to manage emails, calls, or booking messages;
insurance or professional advisers where needed for claims, disputes, or legal compliance.

Where a processor is used, we take steps to ensure appropriate contractual safeguards are in place and that the processor only handles data according to our instructions and applicable law.

We may also disclose information if required by law, to protect our rights or property, to enforce agreements, or to prevent fraud or serious harm. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by legal, accounting, or insurance obligations. Retention periods vary depending on the type of information and the reason it is held.

Enquiry records: retained for a limited period after the enquiry if no booking follows, so we can manage follow-up or service history.
Booking and service records: retained for a period necessary to complete the service, handle disputes, and maintain business records.
Financial records: retained for the period required by tax and accounting law.
Complaint or incident records: retained for as long as needed to resolve the issue and defend legal claims.

When data is no longer needed, we will securely delete, anonymise, or archive it in a controlled manner.

6. Security of Personal Data

We use appropriate technical and organisational measures to help protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These may include access controls, secure storage, restricted internal access, and staff awareness measures.

While no system can be guaranteed completely secure, we take reasonable steps to protect the information we hold and to reduce risk.

7. Your Rights

As a data subject under UK GDPR, you have important rights regarding your personal data. Subject to legal limits and verification of identity, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase data in certain circumstances;
restrict how we process your data in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for data you provided to us in some cases;
withdraw consent where processing is based on consent;
lodge a complaint with the Information Commissioner’s Office if you believe your rights have been infringed.

We will respond to valid requests within the time limits set by law. If a request is complex or numerous, we may need more time, but we will keep you informed.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided in connection with a household move or similar service arrangement. Where such data is collected, it is handled carefully and only as necessary for the service.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will take appropriate steps to ensure it remains protected in accordance with data protection law. This may include using approved contractual safeguards or ensuring an adequate level of protection is in place.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or the way we operate. The most current version will apply to your use of our services from the date it is published. We encourage customers to review it periodically.

11. Summary of Our Commitment

Man With Van Camden is committed to processing personal data responsibly, securely, and only when necessary. We collect the minimum information needed to provide services, rely on clear lawful bases, keep data only as long as required, and use trusted processors under appropriate safeguards. Customers in the area can exercise their rights and expect their personal information to be treated with respect and care.