Privacy Policy – Man And Van Putney

This Privacy Policy explains how Man And Van Putney collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man And Van Putney customers in the area, including anyone who enquires about, books, receives, or pays for our services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Putney acts as the data controller for the personal data we collect and use in connection with our services. This means we decide how and why your personal data is processed. We only process personal data that is necessary for business operations, service delivery, customer support, compliance, and legitimate administrative purposes.

2. Personal Data We Collect

We may collect and process the following categories of information:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Booking and service data such as moving date, pick-up and drop-off locations, property access details, inventory notes, and special handling requirements.
Payment and billing data such as payment status, invoice details, and transaction references.
Communication data such as messages, calls, emails, complaints, feedback, and service-related requests.
Technical data such as device information, browser type, IP address, and usage logs if you interact with our digital systems.
Operational data such as records of completed services, delivery notes, claims, and internal scheduling information.

We generally do not intentionally collect special category data such as information about health, religion, political beliefs, or biometric data. If such information is provided to us voluntarily and is necessary to carry out a service safely or properly, we will only process it where a valid legal basis applies and with appropriate safeguards.

3. How We Collect Your Data

We collect personal data directly from you when you:

make an enquiry or request a quote;
book or use our services;
communicate with us by phone, email, or message;
provide access instructions, delivery details, or payment information;
submit feedback, complaints, or claims.

We may also receive data from third parties where necessary, such as business partners, referral sources, payment providers, or property representatives, for example when they arrange a booking on your behalf or help coordinate access. In some cases, technical data may be collected automatically through secure systems used for administration, record keeping, or website performance monitoring.

4. Lawful Basis for Processing

We only process personal data where we have a valid legal basis under the UK GDPR. Depending on the situation, the lawful bases we rely on may include:

Contract – processing is necessary to perform a contract with you or take steps at your request before entering into a contract, such as providing a quote, arranging a booking, or completing a move.
Legal obligation – processing is necessary to comply with laws, regulations, accounting obligations, tax requirements, or lawful requests from authorities.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing operations, preventing fraud, improving services, handling disputes, and maintaining accurate records, provided your rights and interests do not override those interests.
Consent – where required, we will ask for your consent, for example for specific optional uses of information. You can withdraw consent at any time if processing relies on it.

Where we use legitimate interests, we assess whether the processing is necessary and whether it affects your rights. We do not use personal data in a way that is unexpected or unfair.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange and deliver moving or transport services;
to communicate about bookings, timings, and service changes;
to process payments, issue invoices, and manage accounts;
to keep records of services provided;
to resolve complaints, claims, or disputes;
to comply with legal, regulatory, and insurance obligations;
to protect our business, customers, and staff from misuse or fraud;
to improve our services, scheduling, planning, and customer experience.

We will only use your data for the purpose for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use it for a new purpose, we will ensure there is a lawful basis and, where appropriate, notify you.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and only for lawful purposes. These may include:

Payment service providers who process card or electronic payments.
Accounting and invoicing providers who help with financial administration.
IT and cloud service providers who support storage, email, system security, and business operations.
Scheduling or customer management systems used to organise jobs and maintain records.
Insurance providers, legal advisers, and dispute resolution services where required to handle claims or legal matters.
Public authorities where disclosure is required by law or in response to a lawful request.

All processors are required to handle personal data securely, process it only on our instructions, and maintain appropriate confidentiality and technical safeguards. We do not sell your personal data.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, insurance, and reporting requirements. Retention periods may vary depending on the type of record and the reason it was collected.

Quotation and enquiry records are typically retained for a limited period to help with follow-up, service planning, and business administration.
Booking, invoice, and payment records are retained for the period required for accounting and tax compliance.
Service and complaint records may be retained for longer where needed to manage claims, disputes, or legal obligations.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. In some cases, we may retain minimal records where necessary to demonstrate compliance or to protect our legal rights.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our processing practices. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions. They 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 the way we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We would, however, appreciate the opportunity to address any concerns directly first.

10. Children’s Data

Our services are intended for adults and business customers arranging moving or transport services. We do not knowingly collect personal data from children in the ordinary course of our business. If we become aware that we have collected such data without appropriate authority, we will take steps to delete it where required.

11. International Transfers

Where data processors or service providers store or access personal data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. These measures are intended to protect your information to a standard consistent with UK data protection law.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

13. Summary of Key Principles

Transparent use

We aim to be clear about what data we collect and why we need it.

Limited collection

We collect only the data necessary to provide and support our services.

Secure handling

We protect personal information with suitable safeguards and controlled access.

Respect for rights

We recognise and support your rights under data protection law.

Man And Van Putney is committed to responsible data handling and privacy protection for every customer in the area. By using our services, making an enquiry, or entering into a booking with us, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.