Privacy Policy

Putney Man and Van Privacy Policy

This Privacy Policy explains how Putney Man and Van collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all individuals using our services in the Putney area and surrounding locations, including enquiries made by telephone, online forms, messaging services, and in person.

We are committed to processing your personal data lawfully, fairly, and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who This Policy Applies To

This Privacy Policy applies to all Putney Man and Van customers and prospective customers in our service area, including household customers, business customers, landlords, letting agents, and anyone who contacts us to request information, quotes, or services.

Personal Data We Collect

We may collect and process the following categories of personal data when you interact with Putney Man and Van or use our services:

Identification and contact details such as name, address, service addresses, and general location details. Contact information such as billing address, and any preferred method of communication you choose to provide. Service-related details such as moving dates, collection and delivery addresses, property access information, parking details, and descriptions of items to be moved. Transaction and booking details such as records of quotes given, services booked, dates and times of services, and amounts charged and paid. Communication records such as information you provide by telephone, online forms, messaging apps, or other communication channels, including enquiries, feedback, and complaints. Limited technical information when you visit our website or use our online services, such as basic device or browser information and details of how you found our site, where this is necessary to operate and secure our website or to understand service performance.

We do not intentionally collect special category data such as health information, racial or ethnic origin, or information about criminal convictions. Please avoid providing such information unless it is strictly necessary for the service and you choose to disclose it to us.

How We Collect Personal Data

We may collect your personal data in the following ways:

Directly from you when you request a quote, make a booking, call us, send us a message, or complete an online form. During service delivery when our staff attend your property or complete a removal, collection, or delivery. From business partners or intermediaries such as letting agents or commercial clients who book services on your behalf, where they lawfully share your information with us.

Lawful Basis for Processing

We only process personal data where we have a lawful basis to do so. Depending on the context, we rely on one or more of the following legal bases:

Contractual necessity to provide a quote, take steps at your request before entering into a contract, and deliver the services you have booked, including arranging access and communicating with you about your booking. Legal obligation to comply with applicable laws, including tax, accounting, and record-keeping requirements. Legitimate interests to manage and improve our business, respond to enquiries, maintain security, prevent fraud, train staff, and handle complaints, provided these interests are not overridden by your rights and freedoms. Consent where you have clearly agreed to a specific use of your data, such as receiving certain types of marketing communications. You can withdraw your consent at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes and respond to your enquiries. To set up, manage, and deliver your bookings and services. To plan routes and logistics, including access and parking arrangements. To communicate with you about appointments, changes, and service updates. To issue invoices, process payments, and manage accounts. To handle queries, feedback, and complaints. To maintain internal records, including financial and service records. To improve our services, training, and customer experience. To meet our legal and regulatory obligations and to cooperate with authorised authorities when required by law.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy and where there is a lawful basis to do so.

These third parties may act as data processors on our behalf and can include payment service providers that process card or electronic payments, cloud storage or document management providers that securely host our records, communication service providers that enable us to send messages or operate telephone and online channels, and professional advisers such as accountants or legal advisers, where necessary for legitimate business or legal reasons.

When we use processors to handle personal data on our behalf, we put in place appropriate contracts and safeguards to ensure that your information is processed securely, only according to our instructions, and in line with data protection law.

International Transfers

Where any of our service providers store or process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include using countries that have been formally recognised as providing an adequate level of data protection, or using standard contractual clauses or equivalent protection measures where required by law.

Data Retention

We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, or to meet legal, accounting, or reporting requirements.

Typical retention periods may include:

Enquiries and quotes kept for a reasonable period to respond to you and maintain business records. Booking and service records kept for a number of years after the service date to comply with legal and tax obligations and to address any queries or disputes. Financial and invoice records kept for the period required under tax and accounting rules.

When personal data is no longer required, we will securely delete or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff training, and regular review of our data handling practices.

Your Data Protection Rights

Under data protection law, you have a range of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions. Your rights include:

Right of access to request confirmation that we process your personal data and to ask for a copy of that data. Right to rectification to ask us to correct inaccurate or incomplete personal data. Right to erasure to request deletion of your personal data in certain circumstances, for example where it is no longer needed for the original purpose and there is no overriding lawful basis for retention. Right to restriction of processing to ask us to limit how we use your data in certain situations. Right to data portability to receive your personal data in a structured, commonly used and machine-readable format and, where technically feasible, to request that it is transmitted directly to another controller, where the processing is based on consent or contract and is carried out by automated means. Right to object to certain types of processing, including processing based on our legitimate interests and, at any time, to direct marketing. Where you object to direct marketing, we will stop using your data for that purpose.

Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of any processing carried out before the withdrawal.

Exercising Your Rights

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual contact details for Putney Man and Van that you already use as a customer or prospective customer. To help us respond efficiently, please clearly state which right you wish to exercise and provide enough information to identify you and locate your data.

You also have the right to lodge a complaint with the Information Commissioners Office if you are unhappy with how we use your personal data. Further information about your rights and how to complain is available directly from the Information Commissioners Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The updated version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your information.