Privacy Policy - Putney Man And Van

This Privacy Policy explains how Putney Man And Van collects, uses, stores, shares, and protects personal data when providing removal, transport, and related services. It applies to all Putney Man And Van customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services. We are committed to handling personal information lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Putney Man And Van is a removals and transport service provider operating in and around Putney and nearby locations. In the context of data protection law, we act as a data controller for the personal data we collect and use to manage customer enquiries, bookings, service delivery, billing, and customer support. In some situations, we may also use third-party service providers who process personal data on our behalf as processors.

2. Personal Data We Collect

We only collect the personal data needed to provide our services and operate our business responsibly. The information we collect may include:

Identity data such as your name and title
Contact data such as telephone number and email address
Address data including collection, delivery, billing, and service addresses
Booking details such as dates, service requirements, access information, and item descriptions
Payment and transaction data such as payment status, invoices, and records of services purchased
Communication records including emails, messages, and notes from phone calls relating to bookings or customer support
Service information such as inventory lists, special handling instructions, and claims information
Technical data that may be collected through our systems, such as device or usage information, where relevant for security and service improvement

We do not seek to collect unnecessary sensitive data. If you voluntarily provide special category data, for example information about accessibility needs or health-related requirements relevant to a move, we will only process it where necessary and with appropriate safeguards.

3. How We Use Your Data

We use personal data for legitimate business and service purposes, including:

responding to enquiries and providing quotes
confirming bookings and planning removals
delivering moving, loading, unloading, and transport services
communicating with you about schedule changes or service updates
processing payments, issuing invoices, and maintaining financial records
handling complaints, damage claims, and customer support requests
maintaining safety, security, and fraud prevention measures
meeting legal, accounting, and tax obligations
improving our operations, training, and service quality

We only use your information for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or are otherwise permitted by law.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the activity, we may rely on one or more of the following grounds:

Performance of a contract

We process your data when it is necessary to provide a quote, make a booking, perform a removal service, manage payment, or fulfil our obligations under an agreement with you.

Legal obligation

We may process and retain certain records where required by law, including tax, accounting, insurance, or regulatory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, internal record-keeping, fraud prevention, improving services, and managing disputes.

Consent

Where we rely on consent, such as for optional communications or the processing of certain special category data, you have the right to withdraw consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Sharing and Processors

We may share personal data only when necessary and with appropriate safeguards. We may disclose data to:

Processors who support our business operations, such as payment providers, IT and hosting providers, customer management tools, accounting services, and communication platforms
Professional advisers such as insurers, legal advisers, or accountants where needed
Public authorities or law enforcement when required by law
Third parties involved in service delivery, such as subcontractors or partners acting under our instructions

All processors are required to handle personal data securely, only in accordance with our instructions, and under written data processing terms where required. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the context in which it was collected.

Enquiry and quotation records may be kept for a limited period to manage follow-up and customer service
Booking, invoice, and payment records may be retained for tax and accounting purposes
Complaint, claim, or dispute records may be retained for as long as needed to resolve the matter and defend legal claims
Technical and security logs may be retained for short operational periods unless longer retention is necessary for investigation or compliance

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and the use of trusted service providers. While no system is completely secure, we work to reduce risk and review our safeguards regularly.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess and respond appropriately. Your rights 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 data
Right to erasure – to request deletion of your data in certain circumstances
Right to restrict processing – to ask us to limit how we use your data in certain cases
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable
Right to data portability – to receive certain information in a structured, commonly used format where legally applicable
Right to withdraw consent – where processing is based on consent
Right to complain – to raise concerns with the UK data protection authority if you believe your rights have been infringed

We encourage you to contact us first if you have concerns, so we can try to resolve matters promptly and fairly. Exercising your rights will not usually affect the services we provide, unless the information is necessary for the service or required by law.

9. Children's Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in connection with household service arrangements and only through an adult customer or lawful representative. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

10. International Transfers

In some cases, personal data may be processed using services or systems located outside the UK. Where this happens, we ensure appropriate safeguards are in place so that your information remains protected to an adequate standard in accordance with applicable data protection law.

11. 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 processing practices. Any updated version will apply from the date it is published. We recommend reviewing this policy periodically to stay informed about how we protect your information.

12. Summary of Our Commitment

Putney Man And Van is committed to handling personal information responsibly, securely, and transparently. We collect only the data needed to provide our services, process it under a valid lawful basis, retain it only as long as necessary, and use trusted processors under appropriate contracts. We also respect your data rights and aim to ensure that every customer in the Putney area receives fair and lawful treatment of their personal data.