Privacy Policy - Putney Movers

Last updated: July 2026

This Privacy Policy explains how Putney Movers collects, uses, stores, shares, and protects personal data when providing moving, packing, storage coordination, and related services. This policy applies to all Putney Movers customers in the area, including individuals, households, landlords, tenants, and businesses that engage our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect the information we need to deliver our services, manage our relationship with customers, meet legal obligations, and improve our operations.

1. Information We Collect

We collect personal data directly from you, from third parties where necessary, and automatically through our systems when you interact with us. The exact information we collect depends on the service requested and the way you communicate with us.

Categories of personal data

Identity details: name, title, and, where relevant, business name or account holder details.
Contact information: telephone number, email address, moving address, pickup and delivery address, and billing address.
Service information: moving date, inventory details, access instructions, property size, special handling requests, and service preferences.
Payment and transaction data: payment records, invoices, payment status, and transaction references. We do not knowingly store full card details where payment is processed securely by a third-party provider.
Communications: messages, phone call notes, emails, complaints, feedback, and records of service-related correspondence.
Technical data: IP address, device type, browser information, and usage data collected through our digital systems where applicable.
Special categories of data: we do not intentionally collect sensitive personal data unless it is necessary for a specific service request or legal requirement, and only where permitted by law.

We ask you not to provide unnecessary sensitive information unless it is directly relevant to the service. If you choose to share such information, we will handle it with additional care and only where a lawful basis exists.

2. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to plan, arrange, and deliver moving services;
to manage packing, loading, transport, and delivery requirements;
to coordinate access, timing, and logistical arrangements;
to process payments, issue invoices, and maintain financial records;
to communicate with you before, during, and after the service;
to handle complaints, claims, disputes, and service follow-up;
to maintain safety, security, and quality standards;
to comply with legal and regulatory obligations;
to improve our services, systems, training, and customer experience;
to protect against fraud, misuse, or unauthorised access.

We only use personal data for the purposes for which it was collected, unless we reasonably believe another compatible purpose applies or we are required or permitted by law to use it differently.

3. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the situation, the lawful basis may be one or more of the following:

Contract: when processing is necessary to enter into or perform a contract with you, such as arranging and completing a move.
Legal obligation: when we must process data to comply with tax, accounting, insurance, health and safety, or other legal requirements.
Legitimate interests: when processing is necessary for our legitimate business interests, provided your interests and rights do not override those interests. Examples include service improvement, fraud prevention, operational planning, and internal recordkeeping.
Consent: in limited cases where we rely on your consent, such as certain optional communications or marketing, you may withdraw consent at any time.
Vital interests: in rare situations where processing is necessary to protect someone’s life.
Public task: if required in exceptional cases involving public authorities or legal processes.

Where we rely on legitimate interests, we assess the impact on your privacy and only proceed where our interests are not outweighed by your rights. If consent is used as the lawful basis, we will make that clear at the point of collection.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties that help us operate our business and deliver services. These parties act either as processors or independent controllers depending on the nature of the service.

Examples of processors may include:

IT and cloud service providers: for secure storage, email, document management, and system administration;
Payment processors: to securely handle card or online payments;
Accounting and bookkeeping providers: to support invoicing, reconciliation, and tax compliance;
Customer relationship and booking tools: to manage service requests and scheduling;
Communication and messaging providers: to support calls, texts, or email delivery;
Insurance and claims handlers: where relevant to service protection or compensation claims;
Professional advisers: such as lawyers, auditors, or consultants when needed for compliance or dispute resolution.

We require processors to handle personal data securely, use it only according to our instructions, and comply with data protection law. We do not sell your personal data.

We may also disclose personal data where required by law, court order, law enforcement request, or to protect the rights, property, or safety of Putney Movers, our customers, staff, or others.

5. International Transfers

If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy regulation, standard contractual clauses, or equivalent legal protections. We take steps to ensure that your data remains protected to a standard consistent with UK GDPR.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, including for legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of record and the reason it is held.

Typical retention approach

Enquiry and quote records: retained for a limited period after the enquiry is closed, unless they lead to a booking or legal requirement to retain them longer.
Customer service records and job files: retained for the duration of the service relationship and for a reasonable period afterward.
Invoices, tax, and accounting records: retained for the period required by tax and financial laws.
Complaints, claims, and dispute records: retained as long as needed to resolve the matter and defend legal claims.
Marketing data: retained until you withdraw consent or object, where applicable.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you. In some cases, we may keep minimal information if necessary for legal defence, compliance, or fraud prevention.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and regular review of our internal processes. While no system can be guaranteed completely secure, we work to reduce risks and respond promptly to any suspected incident.

8. Your Rights

Under UK GDPR, you have several rights in relation to your personal data. These rights may be exercised subject to certain conditions and exemptions.

Your rights include:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can request deletion of your data in certain circumstances.
Right to restriction: you can ask us to restrict processing in certain situations.
Right to data portability: you may request certain data in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.
Right to complain: you can raise concerns with the UK data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. We aim to respond within the time limits set by law and will let you know if we need more information to process your request.

9. 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 a household service request and necessary to complete the moving service. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling 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 we protect personal data.

11. General Principles

Putney Movers follows the core principles of data protection: lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We aim to collect only the data necessary to provide a reliable moving service and to keep that data only for as long as needed.

By using our services, you acknowledge that your personal data may be processed in line with this Privacy Policy. Where the law requires it, we will provide additional notices or obtain further permissions. Protecting your privacy is an important part of how we operate, and we strive to handle all customer information responsibly and with care.