Privacy Policy - Man And A Van Putney

Effective Date: This Privacy Policy applies to all Man And A Van Putney customers in the area and explains how personal data is collected, used, stored, shared, and protected when you use our removal and transport services.

1. Introduction

Man And A Van Putney is committed to protecting your privacy and handling personal data in a lawful, fair, and transparent manner. This Privacy Policy explains what information we collect from customers, why we collect it, how long we keep it, the lawful bases we rely on under the UK GDPR, and the rights available to you in relation to your personal data.

By using our services, requesting a quote, making a booking, or communicating with us, you acknowledge that your personal data may be processed as described in this policy. We only collect information that is relevant and necessary for providing our services, meeting our legal obligations, and improving the customer experience.

2. Information We Collect

We may collect personal data directly from you, automatically through service-related communication, or from third parties involved in your booking. The categories of information we may collect include:

Identity information such as your name and any business name you provide.
Contact information such as your phone number, email address, and service address.
Booking details including the date and time of your move, the type of property, number of items, access details, and any special handling instructions.
Payment-related information necessary to process invoices, payments, refunds, and accounting records.
Communication records including enquiries, service messages, complaints, and feedback.
Operational information such as service notes, delivery preferences, and any relevant instructions required to complete the job safely and efficiently.
Technical information if you interact with digital systems we may use, such as device type, browser data, and basic usage logs.

We do not intentionally collect sensitive personal data unless it is necessary for the service or you choose to provide it. If such data is provided, it will be processed only where a lawful basis applies and appropriate safeguards are in place.

3. How We Use Your Data

Your personal data is used for legitimate business and service purposes, including:

responding to enquiries and preparing quotations;
managing bookings and arranging move dates;
carrying out removals, transport, and related services;
communicating with you about service changes or important updates;
issuing invoices, taking payment, and managing accounts;
handling complaints, claims, or customer support requests;
maintaining business records and internal administration;
meeting legal, regulatory, tax, and insurance obligations;
preventing fraud, misuse, or security incidents;
improving our service quality and operational efficiency.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that it is needed for a compatible purpose or we are otherwise permitted or required by law to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. We rely on the following bases as appropriate:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering moving services, and managing payments.

Legal Obligation

We may process and retain certain information to comply with legal duties, including tax, accounting, insurance, recordkeeping, and other regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, customer support, fraud prevention, internal reporting, and improving our operations.

Consent

In limited situations, we may rely on your consent, for example where it is required for a particular form of communication or optional processing. Where consent is used, you may withdraw it at any time.

5. Sharing Your Information

We may share personal data only where necessary and with appropriate safeguards. This can include sharing with:

Service providers and processors who support our business operations, such as payment handling, accounting, scheduling, customer communication, IT support, and record storage.
Professional advisers such as accountants, insurers, legal advisers, or auditors when required for compliance or business administration.
Public authorities where disclosure is required by law or necessary to respond to lawful requests.
Subcontractors or operational partners assisting in the completion of a move or delivery, where appropriate for the service.

We do not sell your personal data. If any processor handles your data on our behalf, they are required to act only on our instructions, keep information confidential, and implement suitable security measures.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for business, legal, tax, and insurance requirements. The retention period may vary depending on the type of data and the reason it was collected.

For example, booking records, invoicing data, and accounting information may be retained for several years to comply with legal obligations and to resolve potential disputes. Enquiry data that does not lead to a booking may be retained for a shorter period. When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of safely.

We review retention periods regularly to ensure that information is not kept longer than necessary.

7. Processors and Data Security

Where we use third-party processors, we choose providers that offer adequate security and comply with applicable data protection requirements. Processors may include companies that provide:

cloud storage or hosted business systems;
accounting and invoicing tools;
email, messaging, or customer support platforms;
payment processing services;
IT maintenance or data backup services.

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and procedures for managing incidents.

While no system can be guaranteed completely secure, we continually assess our safeguards and aim to maintain an appropriate level of protection for the data we process.

8. Your Rights

Depending on the circumstances and the legal basis for processing, you may have the following rights under data protection law:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – in certain cases, you may request deletion of your data.
Right to restriction – you may ask us to limit processing in specific situations.
Right to data portability – where applicable, you may request a copy of data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests, including direct marketing where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You are also entitled to raise a concern with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

9. International Transfers

If any of our processors or business systems store or access personal data outside the United Kingdom, we will take appropriate steps to ensure that your information is protected to a standard that meets applicable legal requirements. This may include using approved safeguards and contractual protections where needed.

10. Children’s Data

Our services are intended for adults or persons acting on behalf of households and businesses. We do not knowingly collect personal data from children for marketing or unrelated purposes. If information about a child is necessary to complete a move, it will be treated with care and only used for the service arrangement.

11. 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 handling practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically to stay informed about how their information is handled.

12. Summary of Key Points

This Privacy Policy explains how Man And A Van Putney collects and uses personal data in connection with its services in the area. It sets out the types of information we collect, the lawful bases for processing, how long we keep data, the third-party processors we may use, and the rights available to customers under data protection law.

By using our services, you confirm that you have read and understood this Privacy Policy. We are committed to handling your information responsibly, securely, and in line with GDPR principles of lawfulness, fairness, and transparency.