Privacy Policy for Man With Van Putney

This Privacy Policy explains how Man With Van Putney collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Putney customers in the Putney area, including individuals who request quotations, make bookings, receive moving services, or otherwise interact with our business. We are committed to processing personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal information may be handled as described in this policy. We take data protection seriously and aim to ensure that all personal data is collected only where necessary and managed securely throughout its lifecycle.

1. Information We Collect

We may collect and process different categories of personal data depending on the nature of your enquiry, booking, or service use. This may include:

Identity information: your name and, where relevant, the name of your business or organisation.
Contact details: address, email address, and telephone number.
Service details: information relating to your move, including pick-up and delivery locations, property access details, inventory notes, dates, times, and any special handling requirements.
Payment and billing information: details necessary to process payments, issue invoices, and maintain financial records.
Communication records: messages, calls, emails, or notes relating to your enquiry, quotation, booking, complaint, or feedback.
Technical information: limited data such as device type, browser type, and general usage data if you interact with digital systems used by our business.

We generally collect personal data directly from you when you contact us, request a quote, confirm a booking, or communicate with us about a service. In some cases, we may receive information from third parties such as landlords, property managers, estate agents, or another person arranging a move on your behalf. We only use such information where it is lawful and necessary for the service requested.

2. How We Use Personal Data

We use personal data only for legitimate business and service purposes. These purposes may include:

responding to enquiries and providing quotations;
managing bookings and scheduling removals or deliveries;
delivering moving services safely and efficiently;
communicating about service updates, access arrangements, or changes to appointments;
processing payments and maintaining accounting records;
handling complaints, claims, or disputes;
meeting legal, tax, and regulatory obligations;
improving our services, customer support, and operational planning;
protecting against fraud, misuse, or security incidents.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and you are informed where required.

3. Lawful Basis for Processing

Under UK GDPR, we rely on one or more lawful bases to process personal data. These may include:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotations, arranging removals, and delivering moving services.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including accounting, tax record-keeping, insurance requirements, and other regulatory duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided that your rights and interests do not override those interests. This may include managing and improving services, maintaining business records, preventing fraud, and ensuring the security of our operations.

Consent

In limited situations, we may rely on your consent, for example where you have asked us to use information in a specific way that is not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

We do not routinely process special category data. If such information is provided to us, for example where it is relevant to access or assistance needs during a move, we will handle it carefully and only where a valid condition for processing applies.

4. Data Sharing and Processors

We may share personal data with trusted third parties, but only when necessary for the operation of our services, compliance obligations, or legitimate business functions. These third parties may act as processors or, in some cases, as independent controllers.

Processors may include:

IT and cloud storage providers that securely host business systems;
accounting and bookkeeping providers that support invoicing and tax reporting;
payment service providers used to process card or bank payments;
communication or scheduling tools used to manage bookings and customer records;
professional advisers such as insurers, auditors, or legal advisers where necessary.

Where we use processors, they are required to process personal data only on our instructions, keep it secure, and comply with applicable data protection law. We do not sell your personal data. We also do not disclose personal data to third parties for their own marketing purposes unless you have expressly agreed or we are otherwise permitted by law.

5. International Transfers

If any of our processors store or access data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect personal data to an equivalent standard.

6. Data Retention

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

In general:

Customer and booking records are kept for the duration of the service relationship and for a reasonable period afterwards to manage queries, disputes, or follow-up matters.
Financial and tax records are retained for the period required by law.
Communication records may be retained for as long as needed to evidence instructions, resolve complaints, or support business continuity.
Unused enquiries may be stored for a shorter period and deleted when no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a responsible manner.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include restricted access to records, secure storage, password protection, and staff confidentiality obligations. While no system can be guaranteed to be completely secure, we review our safeguards regularly and aim to maintain a high standard of protection.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights 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 information.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit how we process 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 where the law allows.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limits or exemptions. If you wish to exercise any of these rights, we will assess your request in accordance with applicable law and respond within the required timeframe.

9. Children???s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a family household move or where a parent or guardian provides information on their behalf. Any such data will be handled with appropriate care and only for legitimate service purposes.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will take effect when published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how personal data is used.

11. Complaints

If you have concerns about how your personal data is handled, you should first raise the issue with us so that we can review and address it appropriately. You also have the right to complain to the UK Information Commissioner???s Office if you believe your data protection rights have been infringed.

This Privacy Policy is intended to provide a clear and fair explanation of our data practices for customers in the Putney area. We are committed to maintaining trust, protecting privacy, and processing data responsibly at every stage of our service.