Privacy Policy - Man With Van Westminster

Man With Van Westminster is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our services. It applies to all Man With Van Westminster customers in the area, including prospective customers, current customers, and individuals who make enquiries on behalf of others.

1. Who We Are

For the purposes of data protection law, Man With Van Westminster acts as the data controller for the personal data we process in connection with our moving and van services. This means we decide how and why your personal data is used. We are responsible for ensuring that your information is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service details such as property locations, moving requirements, item descriptions, and service preferences.
Booking and transaction information such as dates, times, payment status, invoices, and service history.
Communications such as messages, enquiry details, feedback, and complaint records.
Technical information such as IP address, browser type, and device data if you interact with our online systems.
Special instructions that you choose to share with us, for example access details, delivery requirements, or safeguarding concerns.

We only collect personal data that is relevant and necessary for providing our services, managing enquiries, and meeting our legal obligations.

3. How We Use Your Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, manage, and deliver moving and van services.
To process payments, issue invoices, and maintain accounts.
To communicate about bookings, changes, and service updates.
To handle complaints, disputes, and customer support requests.
To maintain records and improve our services.
To comply with legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, or unauthorised access.

We do not use your personal data for purposes that are incompatible with the reasons it was collected, unless required or permitted by law.

4. Lawful Basis for Processing

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

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This applies when we provide a quote, manage a booking, or deliver moving services.

Legal Obligation

We may process personal data where it is necessary to comply with legal obligations, such as tax records, accounting requirements, or record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. Examples include improving services, managing customer relationships, maintaining security, and preventing fraud.

Consent

In limited situations, we may rely on your consent, for example where explicit permission is required for certain optional communications or data uses. Where consent is used, you can withdraw it at any time.

5. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary for the purposes described in this policy. These third parties act as processors or independent controllers depending on the service they provide.

Examples include:

Payment processors who handle card or electronic payments securely.
Accounting and bookkeeping providers who support financial record management.
IT and hosting providers who support our systems, data storage, and communications.
Customer service tools that help us manage enquiries and service records.
Professional advisers such as lawyers, insurers, or auditors where necessary.
Public authorities where disclosure is required by law or to protect rights and safety.

We only share the minimum information necessary and require appropriate safeguards where personal data is transferred or processed by others.

6. Processors and Data Security

Where third parties process data on our behalf, they act as processors and are only permitted to use the data in accordance with our instructions. We take steps to ensure that processors provide sufficient guarantees regarding confidentiality, security, and compliance with data protection law.

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, encryption where appropriate, and staff confidentiality obligations.

While we take reasonable precautions, no data transmission or storage system can be guaranteed to be completely secure. However, we continually review and improve our safeguards to reduce risk.

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 requirements. Retention periods vary depending on the type of data and the reason for processing.

In general:

Enquiry records may be retained for a limited period after the enquiry has ended.
Booking and service records may be retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax-related records may be kept for the period required by applicable law.
Complaint and dispute records may be retained longer where needed to defend legal claims or manage ongoing issues.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to legal conditions or exemptions, but we will always respond appropriately and within the required timeframes.

Right of access – you can request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to data portability – you may request that certain data be provided in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests, including direct marketing where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will take reasonable steps to verify your identity before responding to your request.

9. International Transfers

If personal data is transferred outside the UK, we ensure that suitable safeguards are in place to protect it. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children in the ordinary course of business. If we become aware that we have collected such data without appropriate authorisation, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will take effect when published or otherwise communicated, as appropriate. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitments

Man With Van Westminster is committed to processing personal data lawfully, securely, and transparently. We collect only the information needed to provide and manage our services, use it on a valid lawful basis, share it only with trusted processors or where required by law, and keep it only as long as necessary. We also respect your rights and aim to handle all requests fairly and promptly.

This Privacy Policy applies to all Man With Van Westminster customers in the area.