Privacy Policy - Man With A Van Putney

This Privacy Policy explains how Man With A Van Putney collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Putney customers in the area, including individuals and businesses who request, book, or receive moving, delivery, loading, unloading, packing, or related transport services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to:

Customers who request a quote or make a booking
People who communicate with us by phone, email, or online enquiry
Recipients of moving or delivery services
Anyone whose personal data is provided to us in connection with a service

By using our services, you acknowledge that your personal data may be processed for the purposes described in this policy.

2. Personal data we collect

We may collect and process the following categories of personal data:

2.1 Information you provide directly

Identity details, such as your name
Contact details, such as address, email address, and telephone number
Service details, including collection and delivery addresses, access information, inventory lists, and scheduling preferences
Payment-related information, such as billing details and transaction records
Communication records, including messages, complaints, feedback, and service instructions

2.2 Information collected automatically

When you interact with us, we may automatically collect certain technical and usage data, such as:

Device and browser information
IP address and approximate location data
Log data related to service enquiries or website interactions

2.3 Information from third parties

We may receive personal data from third parties where necessary to deliver a service, including:

Estate agents, landlords, tenants, or property managers
Business clients arranging moves for staff or premises
Payment service providers
Insurance providers or claims handlers

We only receive this information where the third party has a lawful basis to share it with us.

3. How we use personal data

We use personal data for the following purposes:

To provide quotations and manage bookings
To plan, carry out, and complete moving and transport services
To communicate with customers about schedules, access requirements, and service updates
To process payments, refunds, and invoices
To handle complaints, insurance matters, and customer support requests
To maintain business records and improve our services
To comply with legal obligations and respond to lawful requests

We only use personal data where it is necessary and relevant to the service we provide.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the circumstances, we rely on one or more of the following:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing a quote at your request, confirming a booking, moving items, communicating service details, and completing payment-related steps.

4.2 Legal obligation

We may process personal data to comply with legal and regulatory requirements, including accounting, tax, fraud prevention, and recordkeeping obligations.

4.3 Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, customer communication, service quality improvement, and business security.

4.4 Consent

In limited cases, we may rely on your consent, for example where specific optional communications or marketing activities are involved. Where consent is used, you may withdraw it at any time.

5. How long we keep your data

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, and operational requirements. Retention periods depend on the type of data and the nature of the service.

Quotation and booking records: kept for a reasonable period after the enquiry or service, to manage customer service, records, and disputes
Invoice and payment records: retained for the period required by tax and accounting law
Communication records: kept as long as needed to resolve the matter and maintain accurate business records
Claims or complaint records: retained until the matter is fully resolved and for any applicable limitation period

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Sharing personal data and processors

We may share personal data with trusted third parties where necessary to provide our services or operate our business. These third parties act either as independent controllers or as processors acting on our instructions.

6.1 Processors we may use

Payment processors to handle card and other payment transactions
IT and hosting providers to store and secure business data
Email and communication service providers to manage service-related correspondence
Administrative software providers to organise bookings, invoices, and customer records
Professional advisers, such as accountants or legal advisers, where necessary

All processors are required to keep personal data secure, use it only for specified purposes, and comply with data protection requirements.

6.2 Other sharing

We may also disclose personal data where required:

To comply with legal obligations
To protect our rights, property, or safety
To prevent fraud or other misuse of services
To support an insurance or liability claim

We do not sell personal data.

7. International transfers

If any service provider processes personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your personal data to the required standard.

8. Security of your information

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and staff procedures designed to limit access to information on a need-to-know basis.

However, no system can be guaranteed to be completely secure. You should take care when sharing personal information and notify us promptly if you believe your information has been compromised in connection with our services.

9. Your rights under data protection law

You have rights in relation to your personal data. Subject to certain legal conditions, these 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 use your data in some cases
Right to object - to object to processing based on legitimate interests
Right to data portability - to receive certain data in a structured, commonly used format
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time

We may need to verify your identity before responding to a request. We will respond within the time required by law and explain any refusal or limitation where applicable.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided in connection with a legitimate service arrangement by an adult customer or authorised representative. If we become aware that we have collected such data inappropriately, we will take appropriate steps to delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, service practices, or operational requirements. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Your responsibility when providing information

Please ensure that any personal data you provide to us is accurate and up to date. If you provide information about another person, you should only do so where you have the authority or permission to share it and where it is lawful to do so.

13. Summary of our commitment

We aim to handle personal data responsibly, securely, and transparently. We collect only the data necessary to provide moving and transport services, use it on a valid lawful basis, keep it only as long as needed, and share it only with trusted parties who help us deliver our services or meet legal obligations. Your privacy matters to us, and we work to ensure that all customer information is treated with care and respect.