Privacy Policy - Man And Van Westminster

This Privacy Policy explains how Man And Van Westminster collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Westminster customers in the Westminster area, including anyone who requests, books, receives, or enquires about our moving, transport, packing, loading, unloading, or related 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.

This policy should be read carefully so you understand what data we collect, why we collect it, how long we keep it, and what rights you have over it. By using our services or interacting with us, you acknowledge that your personal data may be processed as described below.

1. Data We Collect

We may collect and process personal data that you provide directly to us, data generated through your use of our services, and limited data from third parties where permitted by law. The type of information we collect depends on the nature of your enquiry or booking.

Information you provide directly

Identity details such as your name.
Contact details including address, email address, and telephone number.
Service details such as moving date, pickup and delivery locations, inventory information, access requirements, and special handling instructions.
Billing and payment information where relevant to service administration and invoicing.
Communication records including enquiries, complaints, feedback, and correspondence.
Any other information you choose to share with us that is necessary for providing the service.

Information collected automatically

Operational data related to bookings, service updates, and job management.
Technical information that may be collected from devices or systems used to manage our business, such as log data and basic usage statistics.

Information from third parties

We may receive data from payment providers, business partners, or subcontracted service providers, where necessary to complete a booking, process a payment, or deliver services. We only collect information that is relevant and proportionate to the service being provided.

2. How We Use Personal Data

We use personal data only for specific, legitimate purposes. These purposes may include:

Providing quotations and responding to enquiries.
Managing bookings, scheduling services, and planning removals.
Delivering moving, packing, loading, and related services.
Processing payments, issuing invoices, and maintaining records.
Communicating about service updates, changes, and completion details.
Handling complaints, disputes, or insurance-related matters.
Improving our services, internal processes, and customer experience.
Meeting legal, regulatory, accounting, and tax obligations.
Protecting against fraud, misuse, or unauthorised access.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we are legally permitted to do so or you have given consent where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the situation, we may rely on one or more of the following:

Contract: We process data to enter into and perform our services, such as taking bookings, carrying out removals, and managing related arrangements.
Legal obligation: We process data where necessary to comply with legal requirements, including tax, accounting, and regulatory duties.
Legitimate interests: We may process data for legitimate business interests, such as service improvement, record keeping, fraud prevention, and maintaining secure operations, provided these interests do not override your rights and freedoms.
Consent: In limited cases, we may rely on your consent, for example where it is required for specific communications or optional processing activities. Where consent is used, you may withdraw it at any time.

We assess the lawful basis carefully and only process personal data where a lawful basis applies.

4. How We Share Personal Data

We may share personal data with trusted third parties where necessary to provide our services and manage our business. These third parties act as processors or independent controllers depending on the circumstances.

Processors

Processors are organisations that handle personal data on our behalf and under our instructions. They may include:

IT and software service providers used for booking, scheduling, storage, and secure data management.
Payment processing providers.
Accountants, auditors, and professional advisers.
Subcontracted service providers assisting with transport, logistics, or support services.
Cloud hosting or data backup providers.

We require processors to protect personal data, use it only for authorised purposes, and implement appropriate technical and organisational security measures.

Other disclosures

We may disclose personal data if required by law, by a court order, or to respond to lawful requests from public authorities. We may also share information where necessary to protect our rights, prevent fraud, enforce agreements, or protect the safety of our customers, staff, or the public.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations. Retention periods depend on the type of information, the nature of the service, and any legal requirements that apply.

Booking and service records are generally retained for a reasonable period after completion to manage queries, complaints, or claims.
Financial and invoice records are retained for the period required by tax and accounting law.
Correspondence and support records may be retained for as long as needed to resolve issues and maintain accurate business records.
Where data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

In some cases, we may retain data for longer if it is necessary to establish, exercise, or defend legal claims.

6. Security of Personal Data

We take the security of personal data seriously and use appropriate measures to protect it from unauthorised access, accidental loss, destruction, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and routine review of our systems and procedures.

While we strive to protect personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we do take reasonable and proportionate steps to safeguard information.

7. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the lawful basis and the circumstances of the processing.

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 data.
Right to erasure: In certain cases, you can request that we delete your personal data.
Right to restriction: You can ask us to limit how we use your data in some circumstances.
Right to data portability: You may request certain data in a portable format where processing is based on consent or contract and carried out by automated means.
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 can withdraw it at any time.
Right to complain: You also have the right to raise concerns with the UK Information Commissioner's Office (ICO) if you believe your data rights have been breached.

We will respond to valid rights requests within the time limits required by law and may need to verify your identity before acting on a request.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in line with applicable data protection laws. Any such transfer will be handled carefully and only where necessary for business or service purposes.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or data protection practices. The latest version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

10. Contact and Further Information

If you have questions about this Privacy Policy, or if you wish to exercise any of your rights, you may contact us through the usual service channels provided when you book or enquire. We will review your request and respond in accordance with applicable law.

Man And Van Westminster is committed to protecting personal data and respecting privacy. We process information responsibly, retain it only as long as necessary, and use it solely for legitimate business and legal purposes.