Privacy Policy
Putney Man and Van Privacy Policy
This Privacy Policy explains how Putney Man and Van collects, uses, stores, and shares personal data relating to customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018, and how you can exercise those rights.
This Privacy Policy applies to all Putney Man and Van customers and enquiries in our service area, including individuals and business customers who contact us, request a quote, or use our moving and transport services.
Who We Are and Scope of This Policy
Putney Man and Van is a service provider offering man and van, removals, and related transport services. For the purposes of data protection law, Putney Man and Van is the data controller in respect of the personal data described in this Privacy Policy.
This policy covers personal data we collect in connection with enquiries, bookings, service delivery, payments, and customer support. It applies whether you contact us by phone, online forms, messaging platforms, or in person, and whether you are a private individual, a representative of a business, or acting on behalf of another person.
Personal Data We Collect
We collect and process different types of personal data depending on your interaction with us. This may include:
Identification and contact details, such as your name, address, pick-up and delivery addresses, and other contact details you choose to provide.
Booking and service information, such as date and time of your move, property access information, inventory or description of items to be moved, and any special instructions you give us.
Payment and billing details, such as payment method information, billing address, and records of payments made and amounts due. Card data is handled in line with payment provider security standards and is not stored by us beyond what is necessary for processing or evidence of payment.
Communication data, including records of enquiries, quotes, emails, messages, and call notes, as well as feedback or complaints.
Technical and usage information, if you use our website or online forms, such as IP address, device and browser information, and basic analytics data, where collected. This may involve cookies or similar technologies where used and permitted.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the situation, we rely on the following bases:
Contractual necessity. We process your personal data to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, confirming bookings, delivering moving and transport services, processing payments, and communicating with you about your booking.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing our business operations, improving our services, handling customer queries, preventing fraud, and keeping appropriate records.
Legal obligations. We may process your personal data where we need to comply with legal or regulatory requirements, such as accounting, taxation, and record-keeping obligations, or responding to lawful requests from authorities.
Consent. In some limited cases, we may rely on your consent, for example for certain optional marketing communications where required by law. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this policy or by using any unsubscribe option provided.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries and provide quotes for our services.
To create and manage bookings, plan routes, allocate vehicles and staff, and carry out your move or transport service.
To process payments, issue invoices, and manage any refunds or outstanding balances.
To communicate with you about your booking, any changes to your service, and any follow-up matters.
To manage customer accounts, keep business and financial records, and maintain evidence of services provided.
To handle feedback, comments, and complaints, and to resolve disputes.
To monitor and improve our services, including through basic analytics and service performance review.
To comply with legal and regulatory obligations and to cooperate with law enforcement or regulatory bodies where required.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties in the following limited circumstances:
Service providers and processors. We may use third party companies to help us deliver our services and run our business. These may include providers of payment processing, accounting and invoicing tools, booking or scheduling tools, customer communications, IT support, data storage, and website hosting. These third parties act as processors and are only allowed to process your personal data on our instructions and for the purposes set out in this policy.
Operational partners. Where necessary, we may share relevant details with drivers, porters, or approved subcontractors involved in providing your moving or transport service, limited to the information they need to perform their tasks.
Professional advisers. We may share data with our accountants, legal advisers, or insurers, where necessary for professional advice, dispute resolution, or insurance claims.
Authorities and legal obligations. We may disclose personal data where required to do so by law, regulation, or court order, or where necessary to establish, exercise, or defend legal claims.
Whenever we use processors, we take steps to ensure that your data is protected, including written agreements requiring them to keep your data secure and to process it only in accordance with our instructions and applicable law.
International Transfers
Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or store data in such locations, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using providers in countries with an adequacy decision or implementing standard contractual clauses or equivalent safeguards approved under data protection law.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, and reporting obligations.
In general:
Enquiry and quote information is retained for a period that allows us to follow up on enquiries, manage repeat requests, and maintain business records, typically up to two years, unless a booking is made.
Booking and service records, including invoices and payment information, are typically retained for up to six years after the end of the financial year in which the service was provided, in line with legal and tax requirements.
Communications and complaint records may be retained for as long as reasonably necessary to manage the issue and for reference in case of disputes.
After the relevant retention periods expire, we will either delete or irreversibly anonymise your personal data, unless we have a legal reason to keep it longer.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include secure storage, access controls, restricted access to personal data on a need-to-know basis, and the use of reputable service providers who implement suitable security standards.
While we take reasonable steps to protect your information, no system is completely secure. You are responsible for keeping any passwords or access credentials you use confidential and for contacting us promptly if you suspect any misuse of your personal data in connection with our services.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, and we may need to verify your identity before acting on your request. Your rights include:
Right of access. You can request confirmation that we process your personal data and obtain a copy of the data, along with information about how we use it.
Right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you can ask us to 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 processing.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our processing.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests, and we will stop processing unless we have compelling legitimate grounds that override your interests, or the processing is needed for legal claims.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you can request to receive your personal data in a structured, commonly used, machine-readable format and ask us to transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time, without affecting the lawfulness of processing before withdrawal.
You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Contacting Us About Privacy
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Putney Man and Van using the contact details made available on our website or through our usual customer communication channels.
