Privacy Policy - Putney Man And Van

This Privacy Policy applies to all Putney Man And Van customers in the area. It explains how we collect, use, store, share, and protect personal data in line with the UK GDPR and the Data Protection Act 2018. Please read this policy carefully so you understand how your information is handled when you use our moving, delivery, clearance, and related transport services.

1. Who We Are

Putney Man And Van provides removal and transport services for residential and commercial customers. In delivering our services, we act as a data controller for the personal data we collect and use about customers, prospective customers, suppliers, and other individuals involved in bookings and service arrangements.

2. Personal Data We Collect

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

Identity details: name, title, and, where relevant, business name.
Contact details: phone number, email address, and service address.
Booking information: move dates, collection and delivery addresses, property access details, inventory notes, and service preferences.
Payment information: billing details and transaction records. We do not store full card details unless required by our payment provider.
Communication records: messages, emails, call notes, quotations, complaints, and feedback.
Operational information: photographs or notes relating to items, premises access, or service conditions where needed for planning, safety, or evidence.
Technical data: limited website or device data, such as IP address or browser information, if you interact with our digital services.

We may also receive information from third parties, such as estate agents, landlords, employers, payment providers, or referral partners, where this is necessary to arrange or deliver a service.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to arrange, confirm, and complete removals and related services;
to communicate with customers about bookings, timings, and service details;
to process payments, deposits, refunds, and invoices;
to manage customer accounts and maintain service records;
to handle complaints, claims, or disputes;
to improve our services, training, and internal procedures;
to comply with legal, tax, accounting, and insurance requirements;
to protect our business, staff, customers, and property from fraud, misuse, or security risks.

We do not use personal data for purposes that are incompatible with those listed above without informing you and, where required, obtaining the appropriate legal basis.

4. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, and to perform the contract once agreed. This includes arranging services, completing bookings, managing payments, and communicating about the work.

Legal Obligation

We process data where needed to meet legal and regulatory obligations, including tax, accounting, record-keeping, insurance, 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 these interests do not override your rights and freedoms. Examples include service administration, fraud prevention, business improvement, and maintaining accurate internal records.

Consent

In limited cases, we may rely on your consent, for example where we send certain optional marketing communications or use non-essential cookies or similar technologies. Where consent is used, you can withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties only receive the information required to perform their role and are subject to appropriate contractual and security obligations.

Examples of processors may include:

payment service providers;
cloud storage and IT service providers;
email, messaging, and communication platforms;
accountants and payroll providers;
customer management and scheduling software suppliers;
professional advisers, insurers, or legal representatives where necessary.

We may also disclose personal data to law enforcement, regulators, courts, insurers, or other authorities when required by law or when necessary to establish, exercise, or defend legal claims.

Where processors handle personal data on our behalf, we ensure they only act on our instructions, use appropriate security measures, and do not process data for their own purposes.

6. International Transfers

Some of our service providers may store or process data outside the United Kingdom. Where this happens, we take steps to ensure your personal data receives an adequate level of protection, such as using approved safeguards and contractual terms where required by law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, or reporting obligations. Retention periods depend on the type of data and the reason it is held.

Booking and service records: retained for a period needed to manage the service, resolve disputes, and maintain operational history.
Financial records: retained for the period required by tax and accounting law.
Complaints and claims information: retained for as long as necessary to defend or handle a claim.
Marketing data: retained until you opt out or withdraw consent, where applicable.

When information is no longer needed, we securely delete, anonymise, or destroy it in accordance with our retention procedures.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, and limited sharing on a need-to-know basis. However, no system can be guaranteed to be completely secure, and we therefore encourage customers to share information only when necessary and through secure channels where possible.

9. Your Rights

Depending on the circumstances, you may have the following rights under data protection law:

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 in certain situations.
Right to restriction: to ask us to limit the processing of your data in certain circumstances.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to 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 may need to verify your identity before responding. We aim to handle requests promptly and within the time limits set by law.

10. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects about you. If this changes, we will update this policy and provide the information required by law.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidental to the service and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

12. Changes to This Privacy Policy

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

13. Your Responsibilities

Where you provide personal data to us, you should ensure that the information is accurate and up to date. If you provide details about other individuals, such as family members, tenants, employees, or colleagues, you should make sure you have the right to share that information with us and, where required, have informed them of this policy.

By using Putney Man And Van services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. We are committed to using personal data responsibly, lawfully, and fairly for all customers in the area.