Privacy Policy
Man with Van Putney Privacy Policy
This Privacy Policy explains how Man with Van Putney collects, uses, stores and protects personal data relating to our customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all Man with Van Putney customers, and anyone who contacts us to enquire about our services, within the Putney area and surrounding locations that we serve.
Who we are
Man with Van Putney provides moving, transport and related services to residential and commercial customers. In providing these services, we act as a data controller for the personal data we collect and use. This means that we determine the purposes and means of processing your personal data.
Types of personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The main categories of personal data we may collect include:
Identification and contact details, such as your name and surname, home or business address, collection and delivery addresses, and communication details that you choose to provide to us.
Service and booking information, such as details about your requested move, including dates and times, property access information where necessary to provide the service, an inventory or outline of items to be moved, and any special instructions you provide.
Payment and transaction data, such as information relating to the payment for services you book with us. Where payments are processed via third party payment providers, we may only receive limited information such as confirmation of payment status and transaction reference details.
Communication data, such as records of enquiries, quotations, booking confirmations, complaints or feedback sent to us by phone, messaging, or other means, as well as any information you provide during those interactions.
Technical and usage data, where relevant, such as basic data about how you interact with our website or online content, including date and time of visits and pages viewed. This may be collected using cookies or similar technologies, depending on your settings and consent choices.
How we collect your data
We may collect personal data about you in several ways, including:
Directly from you when you contact us to request a quotation, make a booking, or communicate with us about an existing or past service.
When you provide details during the delivery of our services, including at collection or delivery addresses, or when you update instructions or contact details.
Automatically through your use of our website or online services, where cookies or similar technologies are used and where you have agreed to such use.
From third parties where necessary and appropriate, such as payment service providers who confirm that a payment has been made, or partners who help us deliver parts of the service.
Lawful basis for processing your personal data
We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, the lawful bases we rely on include:
Contract. We process personal data where it is necessary for the performance of a contract with you, or in order to take steps at your request before entering into a contract. This includes handling quotations, bookings, scheduling moves, and delivering our services.
Legal obligation. We may process certain data where we need to comply with a legal obligation, such as maintaining tax records, accounting information, or responding to lawful requests from authorities.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This can include improving our services, managing our customer relationships, preventing fraud and ensuring the security of our operations.
Consent. In some cases, we may ask for your consent to process your data for specific purposes, such as the use of certain cookies or for sending certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage our services, including giving quotations, confirming bookings, planning routes, and carrying out collections and deliveries.
To communicate with you about your enquiries, bookings, service updates, amendments, and any issues that may arise.
To manage payments, invoicing and related financial administration, including dealing with refunds or disputes where applicable.
To improve our services and operations, including monitoring service performance, addressing customer feedback, training staff and enhancing safety.
To meet our legal and regulatory obligations, including tax and accounting requirements and responding to lawful requests from public bodies.
Data sharing and processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and lawful, including:
Service providers acting as data processors who provide services such as payment processing, secure data storage, IT support, route planning tools or communication systems. These processors are only permitted to process your data in accordance with our instructions and subject to appropriate confidentiality and security obligations.
Professional advisers, such as accountants or legal advisers, who may receive limited data where reasonably necessary to provide their services to us.
Public authorities or law enforcement, where we are legally required to disclose information or where disclosure is necessary to protect our rights or the rights of others.
In all cases where we use processors, we ensure that there is a written agreement in place requiring them to keep your data secure and to process it only as instructed by us.
International data transfers
Our core services are provided within the United Kingdom. If any of our processors or service providers transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, to protect your data in line with applicable data protection laws.
Data retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for meeting any legal, accounting or reporting requirements.
In general, we keep basic customer and booking information for a period that allows us to handle queries, disputes or tax and accounting obligations. After this period, data that is no longer required is securely deleted, anonymised or archived in line with our retention policies and legal obligations.
The exact retention period can vary depending on the type of information and the context in which it was collected. Factors we consider include legal requirements, limitation periods for potential claims, and the operational needs of our business.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse or disclosure. These measures may include access controls, secure storage, encryption where appropriate, staff training and procedures designed to safeguard your information throughout its lifecycle.
While no system can guarantee complete security, we work to ensure that the level of protection we provide is appropriate to the risks associated with the types of data we handle.
Your data protection rights
Under data protection law, you have several rights in relation to your personal data. These are subject to certain conditions and exemptions. Your rights include:
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain additional information.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In some circumstances, you may have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our use of it.
Right to object. You may have the right to object to certain types of processing, including processing based on our legitimate interests or for direct marketing purposes.
Right to data portability. In certain circumstances, you may have the right to receive personal data that you have provided to us in a structured, commonly used and machine readable format, and to transmit that data to another controller.
Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
Exercising your rights
If you wish to exercise any of your data protection rights in relation to Man with Van Putney, you can contact us using the contact details made available through our usual communication channels. We may need to verify your identity before we act on your request, to help protect your privacy and security.
We will respond to your requests as required by law, usually within one month. In some cases, where requests are complex or numerous, this period may be extended, in which case we will inform you of the extension and the reasons for it.
Complaints and further information
If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. When we make changes, we will update the effective date and make the revised policy available through our usual channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
