Privacy Policy

Man with Van Putney Privacy Policy

This Privacy Policy explains how Man with Van Putney collects, uses, discloses and protects personal data relating to its customers and prospective customers in the Putney area. It is intended to comply with the UK General Data Protection Regulation and other applicable data protection laws. By using our services, requesting a quote or otherwise interacting with us, you acknowledge that you have read and understood this Privacy Policy.

Scope and who this policy applies to

This Privacy Policy applies to all Man with Van Putney customers, prospective customers and users of our services in the Putney area, whether you contact us online, by phone, in writing or in person. It covers personal data we collect directly from you, data generated in the course of providing services and certain data obtained from third parties for the purpose of fulfilling our services.

Data controller

Man with Van Putney is the data controller in respect of 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 is carried out in accordance with applicable data protection laws.

What personal data we collect

We may collect and process the following categories of personal data about you, depending on your interaction with us:

Identity and contact information, such as your name, title, contact address, service address, and other contact details you provide to us. Booking and service information, such as dates and times of moves, collection and delivery addresses, access details, property type, inventory or description of items to be moved and any special instructions relevant to the service. Communication data, such as the content of enquiries, complaints, feedback or other correspondence you send to us and records of communications relating to your bookings or potential bookings. Payment and transaction data, such as records of payments made for our services and information about the services you have purchased. We do not store full card details where payments are processed by third party payment providers. Technical and usage data, such as basic information about how you access our online presence, including the device and browser you use, your approximate location derived from your IP address, and information collected through cookies or similar technologies where applicable. Marketing and preferences data, such as your preferences regarding receiving marketing communications from us and your communication preferences where you have provided them.

How we collect your personal data

We collect personal data in the following ways:

Directly from you when you contact us to request a quote, make a booking, ask a question, provide feedback or interact with us by phone, online forms, messaging or in person. Automatically when you visit or interact with any of our online pages, where basic technical and usage information is collected through standard technologies. From third parties, such as payment service providers, advertising or lead generation partners that pass us your contact and enquiry details when you have expressed an interest in our services through their platforms.

Lawful bases for processing your data

We only process your personal data when we have a valid lawful basis for doing so under data protection laws. Depending on the context, we rely on the following lawful bases:

Contract: To take steps at your request before entering into a contract and to perform our contract with you, including processing bookings, arranging moves, communicating with you about your service and handling related administration. Legal obligation: To comply with legal or regulatory obligations, such as record keeping, responding to lawful requests from authorities or complying with tax and accounting requirements. Legitimate interests: To pursue our legitimate business interests, provided that these are not overridden by your interests or fundamental rights and freedoms. Our legitimate interests include managing and improving our services, ensuring the security of our operations, handling customer queries, preventing fraud and promoting our services to existing and potential customers in a proportionate way. Consent: Where required, we may rely on your consent, for example for certain types of marketing activity or for the use of certain non-essential cookies or similar technologies. When we rely on consent, you are free to withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage our services, including handling enquiries, providing quotes, confirming availability, scheduling and carrying out moves and associated services. To manage our relationship with you, including customer service, complaint handling, responding to questions and keeping you informed about your bookings. To process payments and maintain financial records in connection with the services you receive. To operate, evaluate and improve our services, including monitoring usage patterns, enhancing customer experience and developing new offerings. To send you service-related communications that are necessary to perform the contract, such as booking confirmations, reminders or important updates about your move. To send you marketing communications about our services where permitted by law or where you have given your consent, and to manage your marketing preferences. To protect our rights, property and safety and those of our customers and staff, including the prevention and detection of fraud or misuse of our services. To comply with legal obligations and respond to lawful requests from public authorities where required.

Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements. The specific retention period will depend on the type of data and the context in which it was collected.

Typically, we retain booking, payment and service records for a period required by applicable tax and accounting laws and for the time necessary to deal with any potential disputes or claims relating to the services. Enquiry and communication data may be retained for a shorter period, where no booking is made, to allow us to manage our relationship with you and maintain business records. Where processing is based on your consent and you withdraw that consent, we will stop the relevant processing and, where appropriate, securely delete or anonymise the data, subject to any retention required by law.

Data sharing and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy, including:

Service providers acting as data processors who provide services such as payment processing, customer relationship management, booking or scheduling systems, data storage, IT support, analytics or marketing support. These providers are only allowed to process your personal data in accordance with our instructions and are required to protect it appropriately. Professional advisers such as accountants or legal advisers where disclosure is necessary for the provision of their professional services and subject to confidentiality obligations. Public authorities, regulators or law enforcement agencies where we are required to disclose personal data to comply with a legal obligation or to protect our rights, property or safety or those of others. In the event of a business sale, merger or reorganisation, personal data may be shared with potential or actual purchasers or partners, to the extent permitted by law and subject to appropriate safeguards.

International transfers

Where we use service providers or partners located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that may not provide the same level of data protection as the UK or EEA. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the relevant authorities or other lawful transfer mechanisms, to protect your personal data and ensure that your rights are preserved.

How we protect your data

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage, restricted permissions, staff training and procedures for handling data incidents. While we take reasonable steps to protect your personal data, no system is completely secure, and we cannot guarantee absolute security of the information we hold.

Your data protection rights

Under data protection law, you may have the following rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of that data, together with information about how it is processed. Right to rectification: You can request that we correct or complete personal data that is inaccurate or incomplete. Right to erasure: You can request that we delete your personal data in certain circumstances, 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 the processing. Right to restriction of processing: You can request that we restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or where you have objected to our processing. Right to data portability: In certain circumstances, you can request that we provide you with your personal data in a structured, commonly used and machine readable format, or transmit it directly to another controller, where technically feasible. Right to object: You can object at any time to the processing of your personal data based on our legitimate interests, including profiling based on those interests, and we will stop such processing unless we can demonstrate compelling legitimate grounds. You always have the right to object to the use of your personal data for direct marketing. Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before the withdrawal.

Exercising your rights and contacting us

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or in your booking documentation. When you contact us, we may need to request specific information from you in order to verify your identity and ensure that we are responding to a request from the correct individual.

Complaints and supervisory authority

If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. When we make material changes, we will take appropriate steps to inform you, which may include updating the date of the policy and, where feasible, providing a more prominent notice. We encourage you to review this Privacy Policy periodically to stay informed about how we process and protect your personal data.