Privacy Policy - Man With A Van Camberwell

Man With A Van Camberwell is committed to protecting the privacy and personal data of our customers, prospective customers, suppliers, and website visitors. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, transport, and related services. It applies to all Man With A Van Camberwell customers in the area, including individuals and businesses that request quotes, make bookings, receive services, or communicate with us in connection with our operations.

This policy is intended to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It sets out what data we collect, the lawful basis for processing, how long we keep it, which third parties may process it on our behalf, and the rights available to you as a data subject.

1. Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our services. Depending on how you interact with us, we may collect the following categories of information:

Identity data: name, title, and any relevant business or company name.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: details of requested services, moving dates, inventory or item descriptions, access information, and delivery instructions.
Payment data: billing details, payment confirmation, and transaction records. We do not store full card details where payment processing is handled securely by a third-party provider.
Communication data: messages, call notes, complaint records, feedback, and correspondence relating to quotes, bookings, or service issues.
Technical data: IP address, browser type, device information, and usage information if you interact with our digital services.
Special category data: we do not normally seek to collect sensitive personal data. If such data is disclosed to us inadvertently, we will only process it where a valid legal basis exists and where necessary for the purpose provided.

We generally collect personal data directly from you when you make an enquiry, request a quote, book a service, or communicate with us. We may also receive data from third parties where it is necessary to perform our services, such as a person arranging a booking on your behalf or a payment provider confirming a transaction.

2. How We Use Your Personal Data

We use personal data to operate our business and provide moving and transport services efficiently and safely. Common uses include:

responding to enquiries and providing quotes;
managing bookings and service delivery;
planning routes, allocating vehicles, and coordinating staff;
processing payments and issuing invoices or receipts;
handling complaints, claims, and service queries;
maintaining business records and internal administration;
meeting legal, tax, accounting, and regulatory obligations;
preventing fraud, misuse, or unlawful activity;
improving our services, operational performance, and customer experience.

We will always use your personal data fairly, lawfully, and transparently. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each purpose for which we process personal data. We rely on 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 at your request, confirming bookings, delivering services, and handling payment or post-service administration.

Legal obligation

We may process data where required to comply with legal duties, including accounting, tax, insurance, record-keeping, and responding to lawful requests from public authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include managing operations, preventing fraud, maintaining service records, improving services, and resolving disputes.

Consent

In limited cases, we may rely on your consent, for example where you have opted in to receive certain communications. Where consent is used, you have the right to withdraw it at any time.

Vital interests and public task

These bases are unlikely to apply in ordinary service activity, but may be relevant in exceptional circumstances where processing is needed to protect someone’s vital interests or where required by law.

4. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and record-keeping requirements. Retention periods may vary depending on the category of data and the nature of the service provided.

Quote and booking records are typically kept for a reasonable period to manage administration, queries, and disputes.
Invoice and payment records are kept in line with statutory accounting and tax obligations.
Communication and complaint records are retained as needed to evidence service history and resolve issues.
Technical or website data is retained only for operational, security, or analytical purposes and for limited periods where feasible.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. Retention periods are reviewed regularly to ensure they remain appropriate and lawful.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to run our business and provide services. Some of these parties act as processors, meaning they process personal data on our behalf under our instructions. We require all processors to handle data securely, confidentially, and in compliance with data protection law.

Examples of processors and recipients may include:

Payment service providers for secure transaction processing;
IT and cloud hosting providers for data storage, email, and system support;
Booking and customer management software providers for scheduling and service administration;
Accountants and professional advisers for financial, tax, and compliance matters;
Insurance providers and claims handlers where a claim or incident must be managed;
Vehicle, logistics, or subcontracted service partners where necessary to complete a booking;
Regulators, law enforcement, or public authorities where disclosure is required by law.

We will not share personal data for unrelated purposes. Where a third party acts as an independent controller, it will be responsible for its own lawful use of the data it receives.

6. International Transfers

In some cases, our processors may store or access data outside the UK. Where this happens, we will ensure appropriate safeguards are in place, such as adequacy regulations, approved contractual clauses, or equivalent legal protections. These safeguards are intended to keep your data protected to a standard consistent with UK data protection law.

7. Your Rights

As a data subject, you have several rights in relation to your personal data. These rights are not absolute and may be subject to legal limitations or exemptions.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may request deletion of your data where there is no legal reason for us to keep it.
Right to restriction: you may ask us to limit processing in certain circumstances.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: where we rely 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 personal data has been handled unlawfully. We encourage you to contact us first so we can address any issue promptly and fairly.

8. Data Security

We use appropriate technical and organisational measures to safeguard personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, staff awareness, and procedures for managing incidents. No system can be guaranteed completely secure, but we take reasonable steps to reduce risk and protect the information entrusted to us.

9. Children’s Data

Our services are not intended for children acting on their own. We do not knowingly collect personal data from children unless it is provided in the context of a lawful service arrangement by a parent, guardian, or authorised adult.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitment

Man With A Van Camberwell processes personal data responsibly, transparently, and only when necessary. We collect the minimum information required to deliver our services, rely on appropriate lawful bases, retain data for no longer than needed, and work only with processors that offer suitable protections. Our commitment is to respect your privacy and uphold your rights under data protection law.