Privacy Policy - Man And A Van Putney

Man And A Van Putney is committed to protecting the privacy and personal data of every customer who uses our services in the Putney area and surrounding local locations. This Privacy Policy explains how we collect, use, store, share, and protect personal information, and outlines the rights available to you under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all Man And A Van Putney customers in the area, including individuals who enquire about our services, request a quotation, make a booking, receive moving or delivery services, or communicate with us in connection with any van, removal, or transport arrangement.

1. Information We Collect

We only collect personal data that is necessary for delivering our services, managing customer relationships, handling payments, and meeting our legal obligations. The types of information we may collect include:

Identity information such as your name and title.
Contact details including telephone number, email address, and service address.
Booking and service information such as collection and delivery addresses, moving dates, property access details, item lists, special handling instructions, and service preferences.
Payment information including transaction records, billing details, and payment confirmation, although we do not intentionally store full card details unless required by a secure payment processor.
Communication records such as emails, messages, call notes, and any feedback or complaints you provide.
Technical information where relevant, including basic device or browser details if you contact us through an online enquiry form or digital booking system.
Legal and verification information where necessary for fraud prevention, dispute resolution, or compliance with law.

We do not intentionally collect special category personal data unless you choose to provide it and it is necessary for the service. If you do share information that may reveal health issues, accessibility requirements, or other sensitive details, we will only use it to the extent needed to complete the service safely and appropriately.

2. How We Use Your Personal Data

We use personal data to operate our business and provide a reliable moving and transport service. Typical uses include:

Responding to enquiries and providing quotations.
Managing bookings and scheduling services.
Carrying out removals, deliveries, loading, unloading, and related tasks.
Processing payments, issuing invoices, and maintaining financial records.
Communicating service updates, arrival times, and important operational information.
Handling complaints, claims, and customer support requests.
Meeting legal, tax, accounting, insurance, and regulatory obligations.
Preventing fraud, misuse, and unauthorised activity.
Improving our services, customer experience, and operational efficiency.

We will only use your information for the purposes for which it was collected, unless we reasonably determine that it is needed for a compatible purpose or another lawful basis applies.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal information. Depending on the context, we rely on one or more of the following grounds:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, carrying out transport or moving services, and processing payments.

Legal Obligation

We may process and retain certain information to comply with legal duties, including accounting, tax, insurance, health and safety, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This can include service administration, customer communication, fraud prevention, service improvement, and handling disputes.

Consent

In limited situations, we may rely on your consent, especially where processing is optional or relates to specific marketing or non-essential communications. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process information to protect someone’s life or physical safety, such as where urgent action is needed during a move or delivery.

4. How We Share Personal Data

We do not sell your personal data. We may share information only when necessary and only with trusted third parties that help us deliver our services or comply with legal requirements. These may include:

Payment processors who handle secure card or bank transactions.
Accountants and bookkeeping providers who support financial administration and tax compliance.
Insurance providers and claims handlers where a claim, incident, or liability matter needs assessment.
IT, cloud storage, and communications providers who support secure business systems and records.
Legal and regulatory advisers where necessary for dispute handling or compliance.
Subcontracted service providers who assist with moving or transport operations under our instructions.

Where a third party processes personal data on our behalf, they act as a processor and are required to protect the data and use it only for the purposes we specify. In some cases, a third party may act as an independent controller, for example where they are required to keep records for their own legal or professional obligations.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including any legal, accounting, insurance, or reporting obligations.

Retention periods may vary depending on the type of information:

Enquiry and quotation data may be retained for a limited period to manage follow-up and business records.
Booking and service records are typically retained for the duration of the service relationship and for a reasonable period afterward in case of queries or disputes.
Financial and invoice records are retained for the period required by tax and accounting law.
Claims, complaints, and incident records may be kept longer if needed to resolve disputes or defend legal claims.

When personal data is no longer required, we will securely delete, anonymise, or archive it in a controlled manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to information to those who need it for their work.

While we take reasonable steps to safeguard data, no method of transmission or storage is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with our legal obligations.

7. Your Rights

Depending on the circumstances, you have a number of rights regarding your personal data under UK GDPR. These 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 ask us to delete your data in certain situations.
Right to restriction – to request that we limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

Please note that these rights are not absolute. In some cases, we may need to keep or use certain information where required by law or where we have compelling legitimate grounds.

8. Automated Decision-Making

We do not use personal data for automated decision-making that has legal or similarly significant effects on you. If this changes in the future, we will update this policy and explain how the process works.

9. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children for marketing or service administration purposes. If information about a child is provided as part of a household move or related arrangement, it will be handled only as necessary to provide the requested service.

10. International Transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer is permitted under data protection law. Any such safeguards may include contractual protections or transfers to countries recognised as offering adequate protection.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to your use of our services in the Putney area and surrounding customer locations. We encourage you to review this policy periodically so that you remain informed about how we protect your data.

12. Summary of Our Commitment

Man And A Van Putney respects your privacy and is committed to handling your personal data responsibly, transparently, and lawfully. We collect only the information we need, use it for clear purposes, retain it only as long as necessary, and share it only with trusted processors or other parties where required. You also retain meaningful rights over your information, and we will respond to those rights in line with applicable law.

This Privacy Policy applies to all Man And A Van Putney customers in the area.