Privacy Policy - Man With Van Camberwell

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Man With Van Camberwell. It applies to all Man With Van Camberwell customers in the area, including individuals and businesses that request removals, van hire, furniture transport, packing support, storage handling, and related moving services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to anyone who interacts with Man With Van Camberwell in connection with our services, including prospective customers, current customers, former customers, people making enquiries, and individuals whose information is provided to us as part of a booking or delivery arrangement. It also applies to representatives of businesses, landlords, tenants, property managers, and other third parties who may be involved in arranging a move or collection.

By using our services, requesting a quote, making a booking, or otherwise providing personal data to us, you acknowledge that your information will be processed in line with this Privacy Policy.

2. Data We Collect

We only collect personal data that is necessary for running our services effectively, communicating with you, fulfilling bookings, and meeting legal and administrative obligations. The categories of data we may collect include:

Identity information such as your name and, where relevant, the name of your business or organisation.
Contact details such as telephone number, email address, and service address.
Booking and service details including moving dates, collection and delivery addresses, inventory information, access notes, parking restrictions, and special handling instructions.
Payment information such as billing details, payment status, and transaction records. We do not retain more payment information than is necessary for accounting and compliance purposes.
Correspondence data including messages, enquiries, complaints, feedback, and any information you choose to provide when contacting us.
Technical data if you communicate with us electronically, which may include basic device or usage information needed for security, troubleshooting, and performance purposes.
Special instructions that may relate to access needs, property conditions, fragile items, or other details required to complete the move safely and efficiently.

We do not intentionally collect special category data unless it is voluntarily provided by you and is strictly necessary for a specific service request or legal requirement. Please avoid sharing sensitive personal information unless it is relevant to the service.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to confirm, manage, and deliver moving and transport services;
to plan routes, allocate vehicles, and arrange staff or contractor attendance;
to communicate updates about bookings, delays, or service changes;
to process payments, produce invoices, and maintain business records;
to handle complaints, claims, disputes, and service reviews;
to comply with legal, tax, accounting, insurance, and regulatory obligations;
to maintain security, prevent fraud, and protect our business and customers;
to improve our services, internal processes, and customer experience.

We will only use your data for the purposes for which it was collected, unless we reasonably believe that we need to use it for another compatible purpose and that use is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the circumstances, Man With Van Camberwell relies on one or more of the following lawful bases:

Contract – where processing is necessary to provide a quote, accept a booking, perform moving services, or take steps at your request before entering into a contract.
Legal obligation – where we must keep records or share information to comply with tax, accounting, insurance, or other legal requirements.
Legitimate interests – where processing is necessary for our legitimate business interests, such as managing operations, responding to enquiries, preventing fraud, and improving services, provided these interests are not overridden by your rights and freedoms.
Consent – where we ask for your permission for a specific optional activity and you are free to withdraw that consent at any time.

Where we rely on legitimate interests, we assess whether the processing is necessary and whether it is proportionate and respectful of your privacy. If we rely on consent, you may withdraw it without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, where necessary for service delivery or legal compliance. These may include:

Payment processors who handle secure transaction processing;
Accounting and bookkeeping providers who support financial record-keeping and tax compliance;
IT and hosting providers who maintain business systems, storage, and security tools;
Communication service providers that help us send emails, texts, or service notifications;
Insurance providers and claim handlers where an incident, loss, or damage claim must be assessed;
Professional advisers such as legal or tax advisers when advice or defence of a legal claim is required;
Regulatory or public authorities where disclosure is required by law.

We require our processors to act only on our instructions, to implement appropriate security measures, and to process personal data only for the agreed purposes. Where a third party is an independent controller, that party will be responsible for its own privacy practices.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. Retention periods can vary depending on the type of data and the nature of the service provided.

As a general rule:

quotation and enquiry records may be retained for a limited period if no booking follows;
customer booking and service records may be retained for the duration of the customer relationship and a reasonable period afterwards;
invoice, payment, and tax records are retained for the period required by law;
complaint, dispute, and claim records may be kept longer where needed to resolve issues or defend legal claims;
technical logs and security records are kept only as long as necessary for monitoring and protection.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in line with our retention procedures.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our systems and procedures.

Although we work to protect your data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that presents a risk to your rights and freedoms, we will take steps to investigate, mitigate the impact, and notify the relevant parties where required by law.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. Depending on the circumstances, these may include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete data;
Right to erasure – to request deletion of your data where there is no lawful reason for us to keep it;
Right to restriction – to ask us to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable;
Right to data portability – to receive certain data in a structured, commonly used format and have it transferred where technically feasible;
Right to withdraw consent – where processing is based on consent;
Right to lodge a complaint – with the UK Information Commissioner’s Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. We will respond within the time limits required by law and may refuse or limit a request where legal exemptions apply.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a service arrangement authorised by a parent, guardian, or responsible adult. If we learn that we have collected personal data from a child without appropriate authority, we will take reasonable steps to delete it.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it in line with applicable data protection laws. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to maintain a high level of protection.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we provide services. Any updates will take effect when published or otherwise communicated to you. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Camberwell is committed to processing personal data responsibly, securely, and transparently. We collect only the information needed to provide moving services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent, keep data only for as long as necessary, and share it only with trusted processors or where required by law. We also respect your rights and aim to ensure that all customers in the Camberwell area can use our services with confidence that their privacy is protected.

Last updated: This Privacy Policy may be revised periodically to remain compliant with applicable data protection laws and reflect operational changes.