Privacy Policy - Man With Van Westminster

Last updated: This Privacy Policy explains how Man With Van Westminster collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, and related services. It applies to all Man With Van Westminster customers in the area, including individuals and businesses who request quotations, book services, communicate with us, or otherwise interact with us.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018. This Privacy Policy sets out what information we collect, why we collect it, how long we keep it, who we share it with, and the rights available to you.

By using our services, making an enquiry, or providing information to us, you acknowledge that your personal data may be processed as described in this Privacy Policy.

2. What Personal Data We Collect

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

Identity details: your name, title, and, where relevant, company name.
Contact details: address, email address, telephone number, and preferred method of communication.
Service information: move date, pickup and delivery addresses, property access details, inventory notes, and service requirements.
Payment and billing data: invoicing details, payment status, and transaction records. We do not store full card details where payment processing is handled securely by third parties.
Correspondence: messages, complaints, feedback, and other communications you send to us.
Technical information: limited information such as IP address, browser type, device information, and cookies, where applicable.
Legal and compliance data: records needed for insurance, accounting, dispute resolution, or legal claims.

In some cases, we may also process information about vulnerable circumstances or special access needs if you choose to share it with us so we can deliver services safely and effectively. We will only process such information where it is necessary and appropriate.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan, carry out, and complete moving and delivery services;
to communicate with you about your booking, changes, or service issues;
to issue invoices, process payments, and maintain financial records;
to respond to enquiries, complaints, and feedback;
to maintain service quality, staff training, and internal administration;
to prevent fraud, misuse, and security incidents;
to comply with tax, accounting, and other legal obligations;
to establish, exercise, or defend legal claims.

We only use your data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to use it in another way.

4. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract: processing is necessary to perform a contract with you or to take steps at your request before entering into a contract. This applies to quotations, bookings, service delivery, and billing.
Legal obligation: processing is necessary to comply with laws such as tax, accounting, insurance, and record-keeping requirements.
Legitimate interests: processing is necessary for our legitimate business interests, such as operating and improving our services, communicating with customers, managing risk, and preventing fraud, provided these interests do not override your rights and freedoms.
Consent: where required, we will rely on your consent, for example for certain optional marketing activities or the processing of special category data not otherwise permitted by law.

You have the right to withdraw consent at any time where we rely on consent as the lawful basis. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Personal Data

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

Processors

Examples of processors we may use include:

IT and hosting providers: to store, secure, and manage our systems and records;
Payment service providers: to handle payment processing;
Accounting and bookkeeping providers: to manage invoices, tax records, and financial administration;
Customer communication tools: to send service-related emails or messages;
Professional advisers: such as lawyers, insurers, or auditors when needed for advice, claims, or compliance.

We require our processors to process personal data only on our instructions, to keep it secure, and to use appropriate technical and organisational measures.

We may also share data with:

public authorities, regulators, or law enforcement where required by law;
courts or dispute resolution bodies in relation to claims or complaints;
business transferees in the event of a sale, merger, or restructuring of our business.

We do not sell your personal data.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protection measures. We take reasonable steps to ensure your data remains protected to a standard consistent with UK law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting, or reporting obligations. Retention periods may vary depending on the type of record and the reason for processing.

Quotation and enquiry data: typically retained for a limited period after the enquiry has ended.
Booking and service records: kept for the period required to manage the contract, handle disputes, and maintain internal records.
Financial and tax records: retained for the period required by applicable law.
Complaints and claims: retained for as long as needed to resolve the issue and defend or establish legal rights.

When data is no longer required, we will delete it or anonymise it securely.

8. Data Security

We use appropriate security measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and periodic review of our procedures. While we take reasonable steps to protect your information, no system can be guaranteed to be completely secure.

9. Your Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to legal limitations or exemptions.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain cases.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request your data in a structured, commonly used, machine-readable format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on your request.

10. Cookies and Similar Technologies

If we use cookies or similar technologies on any digital service, they may be used for basic functionality, security, analytics, and improving the user experience. Where required, we will seek appropriate consent for non-essential cookies and provide information about your choices.

11. Children

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult or guardian. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

12. Changes to This Privacy 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 you to review this policy periodically to stay informed.

13. Your Responsibility to Provide Accurate Information

It is important that the personal data you provide to us is accurate and kept up to date. Please ensure that any details you share, particularly contact information and service access instructions, are correct so we can deliver our services efficiently and safely.

14. Summary of Our Commitment

At Man With Van Westminster, we respect your privacy and aim to collect only the information needed to provide our services, comply with the law, and run our business responsibly. We process data fairly, keep it secure, retain it only as long as necessary, and ensure that trusted processors handle it under appropriate safeguards. All Man With Van Westminster customers in the area are covered by this Privacy Policy, and we encourage you to review your rights and contact us through the relevant channels if you need further information or wish to exercise your rights.