Privacy Policy - Man With Van Putney

This Privacy Policy explains how Man With Van Putney collects, uses, stores, shares, and protects personal data in connection with our removal, delivery, transport, and related moving services. It applies to all Man With Van Putney customers in the area, including individuals, households, landlords, tenants, and businesses that request or receive our services. We are committed to handling personal data in a fair, transparent, and lawful way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Putney provides local and regional moving services, including small removals, furniture transport, loading and unloading, and related logistical support. In this Policy, “we,” “us,” and “our” refer to Man With Van Putney acting as the data controller for the personal data we determine the purpose and means of processing.

2. Personal Data We Collect

We collect only the information needed to provide our services, manage bookings, comply with legal obligations, and improve customer experience. The categories of personal data we may collect include:

Identity data such as your name and, where relevant, the name of your organisation or household member making the booking.
Contact data such as your telephone number, email address, and service address.
Booking and service data including moving date, collection and delivery locations, item descriptions, access details, parking restrictions, and service notes.
Payment data such as billing details and transaction records. We do not necessarily store full card details if a third-party payment processor handles them.
Communication data including enquiries, messages, complaints, reviews, and any correspondence you send to us.
Technical data if you interact with our digital systems, such as IP address, device information, browser type, and basic usage logs.
Special category data only where you voluntarily provide it and only if it is necessary, for example when access needs or health-related lifting restrictions must be considered to carry out the service safely.

We aim to collect data directly from you wherever possible. In limited cases, we may receive information from third parties such as landlords, agents, business clients, payment providers, or sub-contractors involved in the delivery of the service.

3. How We Use Your Data

We process personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving services;
to communicate about timings, access, and service arrangements;
to process payments, invoices, and refunds where applicable;
to manage customer support, complaints, and disputes;
to maintain records for accounting, tax, and regulatory compliance;
to protect our business, staff, and customers from fraud or misuse;
to improve our services, operations, and customer experience;
to comply with legal obligations and respond to lawful requests.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, we have informed you.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, delivering moves, and handling payment-related administration.

Legal Obligation

We may process and retain certain data to meet legal, tax, accounting, insurance, or regulatory requirements.

Legitimate Interests

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

Consent

Where we rely on consent, such as for certain optional communications or the use of specific types of sensitive information, you may withdraw that consent at any time. Withdrawal will not affect processing already carried out lawfully before withdrawal.

Vital Interests and Special Category Data

In exceptional situations, we may process limited data to protect someone’s vital interests, such as if an emergency occurs during a service. If special category data is provided for access or safety reasons, we will only process it when lawful and necessary, and we will apply appropriate safeguards.

5. How We Share Personal Data

We keep personal data confidential, but we may share it with trusted third parties where necessary to deliver our services or meet our obligations. These may include:

Payment processors that handle secure transactions;
IT and cloud service providers that support our systems, storage, or communications;
Sub-contractors or removal partners assisting with the service you requested;
Professional advisers such as accountants, insurers, or legal advisers;
Public authorities where disclosure is required by law or necessary to respond to lawful requests.

We require processors and service providers to act only on our instructions, to use appropriate security measures, and to protect personal data in accordance with GDPR standards. We do not sell your personal data.

6. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections required by law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, tax, insurance, or dispute-resolution purposes. Retention periods depend on the type of data and the reason for processing.

Quotation and enquiry data is normally retained for a limited period after the enquiry ends, unless there is a business or legal reason to keep it longer.
Booking and transaction records may be retained for several years to comply with tax and accounting requirements.
Correspondence and complaint records may be retained for the time needed to manage the matter and demonstrate compliance.
Technical records are generally kept for a shorter period unless needed for security or troubleshooting.

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

8. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. Access is limited to people who need it for legitimate business purposes. While no system is completely secure, we work to maintain safeguards proportionate to the nature of the data we process.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. Subject to legal limits and exemptions, you may:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict how we process your data in certain cases;
Object to processing based on legitimate interests or direct marketing;
Port your data where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where consent is the lawful basis;
Complain to the UK Information Commissioner’s Office if you believe your data rights have been infringed.

We may need to verify your identity before responding to certain requests. We aim to respond within the statutory time limits.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing a moving service for a household. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review it periodically.

12. Summary of Key Points

In summary, Man With Van Putney collects only the personal data needed to provide moving services, manage payments, and meet legal obligations. We rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate. We retain data only as long as necessary, share it only with trusted processors or where required by law, and respect your rights under GDPR. This policy applies to all Man With Van Putney customers in area and is intended to provide clear, transparent information about how we handle personal data.

This policy is written to support GDPR-compliant handling of personal data and to promote fairness, accountability, and transparency in every service we provide.