Privacy Policy - Man With Van Putney

This Privacy Policy explains how Man With Van Putney collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Putney customers in the area, including anyone who enquires about, books, receives, or otherwise uses our moving and transport services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With 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 relevant and necessary for the services we provide.

2. Personal Data We Collect

We collect only the data needed to manage enquiries, provide quotations, deliver services, and meet our legal and operational obligations. The information we may collect includes:

Identity details such as your name, title, and, where applicable, business name.
Contact details such as address, email address, and telephone number.
Service details including pickup and delivery addresses, dates, property access notes, and inventory or item descriptions.
Payment information such as billing details and transaction records.
Communication records including enquiries, booking messages, complaints, and feedback.
Technical data such as basic website or device information if you interact with us online, where applicable.
Special category data only where you voluntarily provide it and only if necessary, for example if you share access or health-related information to support a service arrangement.

We do not intentionally collect more personal data than is necessary. If you provide information about another person, you must ensure you have the right to do so and that they are aware of this Privacy Policy where required.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and carry out moving services.
To communicate about changes, timing, access, and service updates.
To process payments, invoices, and refunds where applicable.
To maintain accurate records of services provided.
To handle complaints, claims, and service-related disputes.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our service quality, planning, and customer experience.
To protect our business, staff, and customers from fraud or misuse.

We will never use your personal data in a way that is incompatible with the purposes described in this policy.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under the GDPR. Depending on the circumstance, the lawful basis may include:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes handling booking details, arranging services, and processing payment-related information.

Legal Obligation

We may process personal data to comply with legal obligations, such as tax, accounting, fraud prevention, or record-keeping requirements.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing customer relationships, protecting against misuse, improving operations, and keeping secure business records. Where we rely on legitimate interests, we consider the impact on your privacy and ensure the processing is proportionate.

Consent

In limited cases, we may rely on your consent, especially for optional processing or where the law requires it. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These third parties act as processors when they process personal data on our instructions, or as independent controllers where they determine their own purposes. We only share data when necessary and under appropriate safeguards.

Processors and service providers may include:

Payment providers for handling transactions securely.
IT and cloud service providers for data storage, email, and business administration.
Accounting and bookkeeping services for financial record management.
Customer management or booking tools used to organise enquiries and appointments.
Professional advisers such as legal or insurance advisers where necessary.

We require processors to process personal data only in accordance with our instructions, to keep it secure, and to comply with applicable data protection law. We do not sell personal data.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will take steps to ensure appropriate safeguards are in place. These may include adequacy regulations or approved contractual protections. We will only transfer personal data where permitted by law and where suitable safeguards exist.

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, and reporting obligations. Retention periods may vary depending on the type of data and the nature of our relationship with you.

As a general approach:

Enquiry records may be kept for a limited period if no booking follows.
Booking and service records are retained for the duration needed to complete the service and manage any follow-up issues.
Financial and tax records are retained for the period required by law.
Complaint or dispute records may be retained until the matter is resolved and any related limitation period has passed.

When personal data is no longer required, we will delete it or securely anonymise it. We apply retention limits to reduce unnecessary storage of personal information.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, secure storage, password protection, and limited data sharing with authorised personnel or processors. While no system is completely risk-free, we work to protect personal data in line with its sensitivity and the risks involved.

9. Your Rights

Under data protection law, you have rights in relation to your personal data. Subject to legal conditions and exceptions, these rights may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure to request deletion of your data in certain circumstances.
The right to restrict processing to limit how your data is used in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability to receive certain data in a structured, commonly used format.
The right to withdraw consent where processing is based on consent.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the timeframe required by law. Strong privacy rights are central to our data protection approach.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidentally provided in the course of a booking or service arrangement and only where necessary. If we become aware that we have collected child-related data inappropriately, we will take appropriate steps to delete or protect it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updates will take effect when published. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van Putney is committed to respecting your privacy and using personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. This policy applies to all Man With Van Putney customers in the area and is designed to ensure transparency, security, and compliance with applicable data protection law. Your trust matters, and we aim to handle your information carefully at every stage.