Privacy Policy - Camden Man And Van

Camden Man And Van is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide removals, transport, and related services to customers in the Camden area. This policy applies to all Camden Man And Van customers in the area, including individuals, households, landlords, tenants, students, and business clients who use our services.

1. Who we are

For the purposes of data protection law, Camden Man And Van acts as the data controller for the personal data we collect and process in connection with our services. This means we decide why and how your personal data is used. We follow the principles of the UK GDPR and the Data Protection Act 2018, including lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.

2. Personal data we collect

We collect only the information necessary to provide our services safely and efficiently. The types of data we may collect include:

Identity data: name, title, and, where relevant, company name.
Contact data: address, email address, and telephone number.
Service data: moving dates, property access details, inventory lists, special handling instructions, and service preferences.
Payment data: payment confirmation details, billing records, and transaction information. We do not keep more payment information than is required for accounting and record-keeping purposes.
Communication data: messages, call notes, booking enquiries, complaint details, and correspondence.
Technical data: limited website or device information if you interact with our online systems, such as IP address or browser type, where applicable.
Special category data: generally, we do not intend to collect special category data. However, if you voluntarily provide information relating to health or accessibility needs so that we can carry out a move safely, we will process it only where necessary and with appropriate safeguards.

We do not intentionally collect unnecessary personal data. If you provide information that is not required to complete your booking or service, we may delete or ignore it unless we have a lawful reason to retain it.

3. How we use your personal data

We use your data for the following purposes:

to respond to enquiries and provide quotes;
to manage bookings and schedule services;
to carry out removals, packing, loading, transport, and delivery;
to communicate service updates or changes;
to process payments and maintain financial records;
to handle complaints, claims, and customer support requests;
to comply with legal, tax, accounting, and regulatory obligations;
to improve our services, planning, and operational efficiency;
to prevent fraud, misuse, or unlawful activity;
to protect the safety of our staff, customers, and property.

We will only use personal data for the purposes described above or for purposes that are reasonably compatible with them.

4. Lawful basis for processing

We process personal data under one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, confirming service details, delivering removals, and managing payments.

Legal obligation

We may process and retain certain information where required by law, including tax, accounting, insurance, health and safety, or regulatory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include business administration, service improvement, record-keeping, fraud prevention, and protecting our equipment and staff. When relying on legitimate interests, we assess the impact on your privacy and ensure the processing is proportionate.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide sensitive information that is not otherwise necessary for the service or where specific communications require consent. You can withdraw consent at any time where consent is the lawful basis used.

5. Sharing your data and processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors when they process data on our behalf and under our instructions. We require processors to protect your data and use it only for agreed purposes.

Examples of processors and other recipients may include:

Payment service providers that process card or bank payments;
IT and cloud service providers that support email, storage, scheduling, or customer management systems;
Accountants and professional advisers who help with financial, tax, or legal obligations;
Insurance providers where a claim, incident, or loss must be handled;
Subcontracted movers or logistics partners where needed to complete your service;
Regulators, law enforcement, or public authorities where required by law.

We do not sell your personal data. We do not share it with unrelated third parties for their own marketing purposes unless we have a lawful basis and have informed you appropriately.

6. International transfers

If any processor stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We take steps to ensure that your data remains protected to an equivalent standard.

7. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason we hold it.

Booking and service records: kept for a reasonable period after completion to manage disputes, customer support, or follow-up queries.
Financial and tax records: kept for the period required by applicable law.
Complaint and claims records: kept as long as needed to resolve the matter and defend legal claims.
General correspondence: retained only as long as necessary for administration and service delivery.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you. We regularly review our records to avoid keeping personal data for longer than necessary.

8. Security of your information

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and minimising the amount of data shared internally. While no system can guarantee absolute security, we work to maintain a high standard of protection.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions and exceptions, but we will always consider your request carefully.

Right to be informed: you have the right to know how we use your data.
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: you can request deletion of data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in certain situations.
Right to data portability: you may request that certain information be provided in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Rights relating to automated decision-making: we do not currently use fully automated decision-making that has legal or similarly significant effects on customers.

If you wish to exercise any of these rights, we will respond in line with applicable law. We may need to verify your identity before responding.

10. Complaints and contact with the regulator

If you are unhappy with how we handle your personal data, you have the right to raise a concern. We encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

11. Children’s data

Our services are generally intended for adults arranging removals or related services. We do not knowingly collect personal data from children unless it is necessary in connection with a household move and provided by an adult customer. Where children’s data is involved, we treat it with care and only process it where necessary for the service.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

By using Camden Man And Van services in the Camden area, you acknowledge that you have read and understood this Privacy Policy. We are committed to using personal data responsibly, lawfully, and transparently, while respecting your privacy at every stage of the service.