Privacy Policy
Man and a Van Putney Privacy Policy
This Privacy Policy explains how Man and a Van Putney collects, uses, stores and protects personal data relating to its customers and prospective customers. It applies to all Man and a Van Putney customers and service users in our operating area, including anyone who contacts us to request information, quotations or services.
Man and a Van Putney is committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We process personal data lawfully, fairly and transparently, and we only collect information that is necessary for clearly defined purposes.
Personal data we collect
We may collect and process different types of personal data about you, depending on how you interact with us and the services you use. This may include:
Identification and contact details such as your name, address, pickup and delivery addresses, contact preferences and other similar information you choose to share with us.
Service and booking information such as requested date and time of service, nature of the items to be moved, access details for properties, service history, quotations requested and accepted, and notes required to carry out the service safely and effectively.
Billing and payment information such as billing name and address, partial payment details as required for processing transactions, and records of invoices and payments. We do not store full card details when third party payment processors are used.
Communication data including records of enquiries, complaints, feedback, emails, online messages and any other correspondence between you and Man and a Van Putney.
Technical and usage data where relevant, such as information about how you interact with our website or online forms, including IP address, device information and basic analytics, where these are collected.
We generally collect personal data directly from you when you contact us, request a quote, make a booking, use our services or communicate with us. We may also generate data internally, such as service notes and transaction records.
Lawful bases for processing
Man and a Van Putney relies on one or more of the following lawful bases when processing your personal data:
Contract. We process your personal data when it is necessary to enter into a contract with you or to perform a contract, for example to provide removal or transport services, send quotations, manage bookings and handle payments.
Legal obligation. We process certain data to comply with legal and regulatory obligations, including tax and accounting requirements, record-keeping duties and responses to lawful requests from public authorities.
Legitimate interests. We process data where it is necessary for our legitimate business interests and these are not overridden by your interests or fundamental rights. This includes managing and improving our services, responding to enquiries, handling complaints, maintaining security, and preventing fraud or misuse.
Consent. In limited cases we may rely on your consent, for example for certain types of direct marketing or optional communications. Where we rely on consent, you can withdraw it at any time, without affecting the lawfulness of processing before withdrawal.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage our services, including giving quotations, planning routes, scheduling jobs, carrying out moves and associated services, and following up after completion.
To communicate with you about your enquiries, bookings, changes to arrangements, service updates and any issues that arise.
To manage payments and accounts, including issuing invoices, processing payments, managing refunds where applicable and maintaining financial records.
To improve our services and operations, including quality control, staff training, internal reporting and service development.
To handle feedback, complaints and disputes, and to enforce or defend our legal rights.
To comply with legal requirements, regulatory obligations and lawful requests from public authorities, such as tax and accounting laws.
Where permitted and appropriate, to send you information about services that may be relevant to you. You can opt out of marketing communications at any time.
Data sharing and processors
We may share your personal data with third parties where necessary and proportionate for the purposes described in this Privacy Policy:
Service providers and processors. We may use trusted third parties to help us operate our business and provide our services, such as IT service providers, website hosting providers, payment processors, customer management tools and professional advisers. These third parties act as processors and only process your data on our instructions. They are required to keep your data secure and to use it only for the agreed purposes.
Professional and legal advisers. We may share data with auditors, accountants, insurers, legal advisers and other professional advisers where necessary to obtain advice, manage risks, or comply with legal obligations.
Public authorities and regulators. We may disclose personal data to law enforcement agencies, courts, regulators or other public bodies where we are required to do so by law, or where disclosure is necessary to protect our rights or the rights of others.
We do not sell your personal data to third parties. If we ever propose to engage in new forms of data sharing that are not covered by this Privacy Policy, we will inform you where required and, where necessary, seek your consent.
International transfers
Where our service providers or systems are located outside the United Kingdom or the European Economic Area, or where data is otherwise accessed from another country, we take steps to ensure that your personal data is adequately protected. This may include using contracts that incorporate standard data protection clauses or relying on other safeguards recognised under data protection laws.
Data retention
We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected and to meet our legal, regulatory and operational obligations.
In general, we retain:
Service and booking records for a period that allows us to manage our relationship with you, handle queries or complaints, and maintain accurate service history, typically for several years after the service is completed.
Financial and transaction records for the time required by applicable tax and accounting laws.
Correspondence and enquiry records for a period necessary to respond to your questions, track issues, and improve our services.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be used to identify you.
Your data protection rights
As a data subject, you have a number of rights under data protection laws in relation to the personal data that we hold about you. These 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 information about how it is used.
Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or updated.
Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for the processing.
Right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object. You have the right to object to processing based on our legitimate interests, including profiling, and the right to object at any time to the use of your personal data for direct marketing.
Right to data portability. In certain cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format, and to have it transmitted to another controller where this is technically feasible.
Where we rely on consent as a lawful basis, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
To exercise any of your rights, you can contact Man and a Van Putney using the contact methods made available on our website or through our usual communication channels. We may need to verify your identity before responding to your request. We will handle all requests in accordance with applicable data protection laws.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to personnel and processors who need it for their roles, using secure systems where appropriate, and reviewing our processes regularly.
However, no transmission of information over the internet or electronic storage system can be guaranteed to be completely secure. You are responsible for taking reasonable steps to keep your own information safe when communicating with us.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time, for example to reflect changes in our services, our internal practices or applicable laws. Any updated version will apply to all Man and a Van Putney customers and users in our operating area from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
