Man With a Van Putney Privacy Policy

This Privacy Policy explains how Man With a Van Putney collects, uses, stores, and shares personal data belonging to customers and potential customers in the Putney area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

By using our services or contacting us to request a quotation, you acknowledge that you have read and understood this Privacy Policy. This policy applies to all Man With a Van Putney customers and prospective customers in the area, whether you contact us online, by message, or in person.

Data Controller

Man With a Van Putney is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our removal and transport services. The information we may collect includes the following categories.

Identity and contact details: name, address, pick-up and delivery addresses, contact details such as mobile number, other telephone numbers, and any communication identifiers you choose to use when contacting us.

Booking and service information: details of the services you request, dates and times of moves, property access details, parking instructions, and any additional information you provide about items to be moved.

Payment and transaction data: records of payments made and payment-related information such as payment reference, but we do not store full payment card details.

Communication data: information contained in messages you send to us and that we may send to you in the course of providing quotations, confirming bookings, or dealing with queries and complaints.

Usage and technical data: information about how you reached us online, such as basic device and browser information and general website or platform usage data, where applicable. This may be gathered using cookies or similar technologies when you visit our online content.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis under the UK GDPR and related data protection laws. Depending on the context, the lawful bases we rely on are contract, legal obligation, legitimate interests, and consent.

Providing and managing our services: We process your identity, contact, booking and transaction data to provide our services, including giving quotations, arranging and performing moves, and administering payments. The lawful basis is performance of a contract or taking steps at your request prior to entering into a contract.

Customer service and communication: We process communication data to respond to enquiries, provide updates about your booking, and handle issues or complaints. The lawful basis is performance of a contract and our legitimate interest in operating an efficient removal service and maintaining good customer relations.

Business administration and record keeping: We process booking, payment and communication data for internal administration, accounting, tax, and record-keeping purposes. The lawful bases are legal obligation and our legitimate interest in ensuring proper business management.

Marketing and promotions: We may occasionally use your contact details to send you information about our services or related offers that may be of interest. The lawful basis is our legitimate interests in promoting our services or your consent, depending on the communication channel and applicable rules. You may opt out of marketing at any time.

Safety, security and fraud prevention: We may process personal data where necessary to protect our business, our staff and our customers, for example to prevent fraud, misuse of our services or to enforce our contractual terms. The lawful basis is our legitimate interests and, where applicable, legal obligation.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. The retention periods we apply depend on the type of data and the context in which it was collected.

Service and booking records: We generally retain booking and service data for a period necessary to handle any queries, disputes, or claims after your move has been completed, and to comply with tax and accounting obligations. This usually means a period of several years from the date of your last interaction with us, in line with applicable limitation periods.

Communication records: Messages and correspondence may be kept for a similar period where they relate to bookings, payments, or complaints, so that we can respond to follow-up queries and demonstrate how we handled your request.

Marketing data: If you have consented to receive marketing communications or we send marketing based on our legitimate interests, we will retain your contact details for these purposes until you opt out or object, or until we determine that they are no longer accurate or necessary.

When we no longer need your personal data, we will securely delete or anonymise it. In some cases we may retain anonymised information for statistical or business planning purposes, but this will not identify you.

Data Sharing and Processors

We do not sell your personal data. However, we may share your information with trusted third parties where necessary for the purposes set out in this Privacy Policy.

Service providers and processors: We may use third-party companies to provide services such as payment processing, accounting support, customer relationship tools, website hosting, and data storage. These companies act as data processors and may only process your personal data on our documented instructions and for the purposes we specify. We require processors to implement appropriate technical and organisational measures to protect your data.

Professional advisers and authorities: Where necessary, we may share data with professional advisers such as accountants, insurers or legal consultants, and with regulators, law enforcement, or other public authorities when we are legally required or permitted to do so.

Business transfers: In the event of a sale, merger, or other business restructuring, personal data may be transferred as part of the business assets, but only where the receiving party undertakes to use it in a manner consistent with this Privacy Policy and applicable data protection laws.

International Transfers

If we use service providers that are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before transferring your personal data. These safeguards may include the use of standard contractual clauses issued by relevant authorities or ensuring that the destination country is recognised as providing an adequate level of data protection.

How We Protect Your Data

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it from loss, misuse, unauthorised access, disclosure, alteration, and destruction. Measures may include access controls, secure storage, encryption where appropriate, and staff awareness of data protection responsibilities.

Your Data Protection Rights

Under the UK GDPR and related laws, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions. We will respond to any valid request within the time period required by law.

Right of access: You have the right to obtain confirmation of whether we process your personal data and, if so, to receive a copy of the personal data we hold about you, along with certain additional information about our processing.

Right to rectification: You have the right to ask us to correct inaccurate personal data and to complete incomplete data where this is appropriate and necessary for the purpose of processing.

Right to erasure: You may request that we delete your personal data in certain circumstances, 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 lawful basis for processing.

Right to restriction of processing: You may request that we restrict our processing of your personal data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.

Right to object: You have the right to object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including profiling based on those interests. You also have the right to object at any time to your data being processed for direct marketing purposes.

Right to data portability: Where the processing is based on your consent or on a contract, and is carried out by automated means, you may request that we provide you with your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

Right to complain to a supervisory authority: If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK data protection supervisory authority or with your local supervisory authority if you are based elsewhere.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection best practices. Any significant changes will be highlighted in an updated version of this Policy. We encourage you to review this Policy periodically to stay informed about how we process your personal data.