Privacy Policy - Man With A Van Camberwell

This Privacy Policy explains how Man With A Van Camberwell collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Camberwell customers in the area, including anyone who requests a quote, books a service, receives a service, or communicates with us in relation to removals, transport, delivery, loading, unloading, or related moving services. We are committed to handling personal information 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. Information We Collect

We collect only the information that is necessary to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

Identity details: name, title, and where relevant the name of a company or organisation.
Contact details: telephone number, email address, and any other contact details you choose to provide.
Service details: moving addresses, pickup and delivery locations, property access notes, timing preferences, item lists, and special handling requirements.
Payment and transaction details: records of payments made, payment status, invoices, and billing-related information. We do not store more payment information than is necessary.
Communication records: emails, messages, call notes, and other correspondence related to quotations, bookings, complaints, or service updates.
Technical information: limited data such as IP address, device information, and usage data if you interact with our digital systems.
Legal and operational records: information needed for insurance, dispute handling, fraud prevention, or compliance with legal requirements.

We generally collect personal data directly from you. In some cases, we may receive data from third parties such as estate agents, landlords, letting agents, business clients, payment providers, or other people acting on your behalf, where it is reasonable and lawful to do so.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to plan, arrange, and perform moving and transport services;
to manage bookings, schedules, and logistics;
to communicate service updates and respond to questions;
to process payments and issue invoices or receipts;
to manage customer support, complaints, and claims;
to maintain business records and improve our services;
to meet legal, tax, accounting, and insurance obligations;
to prevent fraud, misuse, or unauthorised access;
to establish, exercise, or defend legal rights.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or are required to do so by law.

3. Lawful Basis for Processing

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

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes handling quotations, confirming bookings, carrying out moving services, and managing payment arrangements.

Legal Obligation

We may process personal data where needed to comply with legal obligations such as tax record-keeping, accounting, insurance requirements, or cooperation with lawful requests from public authorities.

Legitimate Interests

We may process personal data where we have a legitimate business interest and your rights do not override that interest. Examples include service administration, record keeping, business improvement, fraud prevention, and handling disputes. We always consider whether the processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, for example where you expressly agree to receive certain types of communications or where consent is required by law. Where processing is based on consent, you may withdraw it at any time.

4. How We Share Personal Data

We do not sell your personal data. We may share it only when necessary and appropriate with trusted third parties who help us run our business or deliver our services. These may include:

payment processors for handling transactions;
accountants for financial administration and compliance;
IT and cloud service providers that support secure data storage and communication systems;
insurance providers or claims handlers where needed;
professional advisers such as lawyers or consultants;
subcontractors or operational partners involved in delivering services, where necessary;
public authorities where disclosure is required by law.

Where we use processors, they are only permitted to process personal data on our instructions and must implement appropriate security measures. We take reasonable steps to ensure that any third party handling personal data does so in line with data protection law.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and operational requirements. The exact retention period depends on the type of data and why it is held.

Quotation and enquiry records: usually retained for a limited period to manage follow-up queries and service history.
Booking and transaction records: retained for the period needed to complete the service and meet financial record obligations.
Complaints, claims, and dispute records: retained for as long as needed to resolve the matter and for a reasonable period afterwards.
Legal and tax records: retained for the period required by applicable law.

When personal data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it in a safe and lawful manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted sharing, and staff awareness of confidentiality obligations. While no system can be guaranteed to be completely secure, we work to maintain a level of protection that is appropriate to the nature of the data we hold.

7. International Transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where such transfer is lawful. This may include using providers located in countries with an adequate level of protection or relying on approved contractual safeguards.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions or exemptions.

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 ask us to delete your data.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to data portability: you can request transfer of certain data to you or another organisation.
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.

If you wish to exercise any of these rights, we will respond in accordance with legal timeframes and requirements. We may need to verify your identity before acting on your request.

9. Cookies and Similar Technologies

If we use any digital systems that rely on cookies or similar technologies, they will be used only for essential functionality, performance, or basic analytics where appropriate. You can usually control cookies through your browser settings. Where consent is required, we will seek it before using non-essential cookies.

10. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidental to a service arrangement and necessary for the safe completion of that service. If we become aware that we have collected data unlawfully or unnecessarily, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

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

12. Summary of Our Commitment

We aim to process personal data fairly, transparently, and securely. We collect only what is needed, use it for legitimate service and business purposes, keep it only as long as necessary, and respect the rights of every individual whose data we handle. This policy applies to all Man With A Van Camberwell customers in area and reflects our commitment to responsible data protection practice.