Privacy Policy - Man With Van Westminster

This Privacy Policy explains how Man With Van Westminster collects, uses, stores, and protects personal data relating to its customers in Westminster and the surrounding area. It applies to all Man With Van Westminster customers in the area, including individuals who request quotations, make bookings, receive moving services, or otherwise interact with us in connection with our services. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The information we collect may include:

Identity details: name, title, and any relevant business or organisation name.
Contact details: address, email address, and phone number.
Service details: move dates, pickup and delivery addresses, access requirements, inventory details, and instructions relating to removals or transport.
Payment and billing information: records needed to process payments, issue invoices, and manage accounts.
Communication records: emails, messages, call notes, complaints, feedback, and service-related correspondence.
Usage and technical information: basic information about how our systems are accessed, where relevant, for security and operational purposes.
Special category data: we do not intentionally collect special category data. If such data is provided by you inadvertently, we will only process it where permitted by law and where necessary.

We do not ask for more information than is needed. If you choose not to provide certain data, we may be unable to deliver some or all of our services.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan, carry out, and complete moving services;
to communicate with you about your service request;
to handle payments, invoices, refunds, and financial records;
to respond to questions, complaints, and service issues;
to improve our services, operations, and customer experience;
to maintain safety, security, fraud prevention, and business records;
to comply with legal, tax, and regulatory obligations.

We do not sell personal data. We only use information in ways that are consistent with the purposes for which it was collected.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes preparing quotations, confirming bookings, transporting items, and completing related customer service.

Legal Obligation

We may process data where necessary to comply with legal obligations, such as tax rules, accounting requirements, record-keeping duties, or lawful requests from public authorities.

Legitimate Interests

We may process certain data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests may include running our business efficiently, managing customer relationships, maintaining internal records, and improving the quality and safety of our services.

Consent

In limited situations, we may rely on your consent, for example where it is required for a particular communication or optional service. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services or operate our business. These parties act as processors or independent controllers depending on the role they perform. We only share the minimum data required for the relevant purpose.

Examples of processors and service providers may include:

Payment processors that handle card or online payment transactions;
Accounting and bookkeeping providers that support invoicing and financial management;
IT and hosting providers that store and secure business systems and data;
Communication providers that facilitate email, messaging, and telephone services;
Operational partners such as subcontracted movers or logistics support, where necessary to complete a service;
Professional advisers including lawyers, insurers, auditors, and tax advisers;
Public authorities or law enforcement where disclosure is required by law.

All processors are required to protect personal data and may only process it according to our instructions and applicable law. We take reasonable steps to ensure appropriate contractual and security safeguards are in place before sharing data.

5. Data Retention

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

Quotation and enquiry data: retained for a reasonable period to manage follow-up and business records.
Customer and booking records: retained for the duration of the service relationship and for a period after completion if needed for administration, complaints, or legal defence.
Financial records: retained in line with tax and accounting obligations.
Communication and complaint records: retained as necessary to resolve disputes, improve service, and meet legal obligations.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices. Data is not kept indefinitely.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, limited data access, and regular review of our procedures. While no system can be guaranteed completely secure, we work to maintain a high level of protection proportionate to the nature of the data we process.

7. Your Rights Under GDPR

As a data subject, you have important rights in relation to your personal data. Subject to certain legal conditions and exceptions, these rights may 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 where legally permitted.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to contact us first so we can address any concerns promptly and fairly.

8. Cookies and Similar Technologies

Where we use websites, online forms, or digital tools, we may use cookies or similar technologies for essential functionality, security, and performance. Any use of such technologies will be limited to what is necessary or otherwise permitted by law. Where consent is required, it will be requested before non-essential cookies are used.

9. International Transfers

In some cases, personal data may be processed by service providers located outside the UK. Where this occurs, we will ensure appropriate safeguards are in place to protect your information in line with applicable data protection law.

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 processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Contact for Data Protection Matters

If you have questions about this Privacy Policy, your personal data, or how we handle information, you may raise your concerns through our usual customer service channels. We will review requests carefully and respond in accordance with applicable data protection requirements.

Summary: Man With Van Westminster explains how it collects, uses, shares, stores, and protects customer data, the lawful bases it relies on, retention periods, processor use, and GDPR rights.