Privacy Policy - Putney Man And Van

This Privacy Policy explains how Putney Man And Van collects, uses, stores, shares, and protects personal data in connection with our removals, transport, delivery, and related services. It applies to all Putney Man And Van customers in area, including individuals, households, landlords, tenants, and business customers who use our 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 We Are

Putney Man And Van provides moving and transport services for customers in the local area. In delivering these services, we act as a data controller for the personal data we collect and process about our customers, prospective customers, suppliers, and other individuals who interact with us. This means we decide why and how personal data is processed for the purposes described in this policy.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our operations, and meeting our legal obligations. The types of data we may collect include:

Identity information such as name, title, and, where necessary, company name.
Contact details including address, phone number, and email address.
Service details such as collection and delivery addresses, moving dates, property access details, inventory information, and parking or loading requirements.
Billing and payment information where needed to process payments, issue invoices, manage refunds, or verify transactions.
Communication records including enquiries, correspondence, service notes, complaints, and feedback.
Technical data if you use our online services, such as device information, IP address, browser type, and basic usage information.
Special category data only where absolutely necessary and with appropriate safeguards, for example if you choose to share information that may reveal accessibility needs or other sensitive circumstances affecting the move.

We do not intentionally collect more data than is required for the service. If you provide information about third parties, such as family members, tenants, building managers, or recipients, you should ensure that you have the appropriate authority or permission to share it with us.

3. How We Use Personal Data

We process personal data for the following purposes:

To provide quotations and arrange removals or delivery services.
To plan, carry out, and manage the service safely and efficiently.
To communicate about bookings, timing, access requirements, and service updates.
To process payments, maintain accounts, and manage invoices or receipts.
To respond to questions, complaints, claims, and customer service requests.
To improve our services, train staff, and maintain quality standards.
To comply with legal and regulatory obligations, including tax, accounting, insurance, and record-keeping requirements.
To prevent fraud, misuse, or unlawful activity and to protect our business, staff, and customers.

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 that is permitted by law.

4. Lawful Basis for Processing

We rely on one or more lawful bases under the UK GDPR depending on the nature of the processing. These include:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This applies to booking, planning, delivery, invoicing, and related service delivery.

Legal obligation

We may process personal data to comply with legal obligations, such as tax rules, accounting requirements, record retention obligations, and lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service improvement, business administration, fraud prevention, and safeguarding our operations.

Consent

In limited cases, we may rely on your consent, for example if we need to use certain optional data in a way that requires permission. Where consent is used, you may withdraw it at any time.

Vital interests

In exceptional situations, we may process data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Data Sharing and Processors

We may share personal data with trusted third parties when necessary to deliver our services or to meet legal requirements. These third parties act either as independent controllers or as processors acting on our instructions. Processors are organisations that handle personal data on our behalf and under our control.

Examples of processors and service providers may include:

Payment processors that help us take payments securely.
Accounting and bookkeeping providers that support financial administration and tax compliance.
IT and cloud service providers that store or manage records and business systems.
Communication service providers that help us send messages or manage customer enquiries.
Insurance, legal, or professional advisers where required for claims handling, dispute resolution, or compliance.
Subcontractors or partner crews involved in fulfilling a moving job, where necessary for service delivery.

We require our processors to protect your data, use it only for specified purposes, and apply appropriate technical and organisational security measures. We do not sell personal data.

6. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required under data protection law. We take reasonable steps to ensure that any overseas processing protects your information to a standard consistent with UK GDPR.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records are usually retained for the period needed to complete the service and handle any follow-up issues.
Financial and tax records are kept for the period required by law.
Customer correspondence and complaint records may be retained for a reasonable period to manage disputes, improve service, and defend legal claims.
Technical and operational records are retained only as long as necessary for security, performance, or administrative purposes.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access controls, secure storage, password protection, staff confidentiality obligations, and careful supplier selection. While no system can be guaranteed completely secure, we take data protection seriously and regularly review our safeguards.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits and exceptions, these may include:

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can request correction of inaccurate or incomplete data.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request a copy of certain data in a commonly used format where applicable.
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 will respond within the timeframe required by law.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally included in service arrangements, such as household moves, and only where it is necessary and lawful to do so. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Complaints

If you believe your data has been handled improperly, you have the right to raise a concern with us and, if you remain dissatisfied, to complain to the UK Information Commissioner’s Office (ICO). We encourage customers to contact us first so we can try to resolve the issue promptly and fairly.

Putney Man And Van is committed to respecting privacy, protecting personal data, and processing information in a way that is lawful, necessary, and proportionate. This policy is designed to give clear information about how we handle customer data for every service we provide in the area.