Man with Van Westminster Privacy Policy

This Privacy Policy explains how Man with Van Westminster collects, uses, shares and protects personal data relating to customers and prospective customers in the Westminster area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man with Van Westminster customers and individuals making enquiries about our services within the Westminster area, whether you contact us online, by phone, or in any other way.

1. Data Controller

For the purposes of data protection law, Man with Van Westminster is the data controller in respect of the personal data described in this Privacy Policy. As data controller, we decide why and how we process your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision of our man and van and related services in the Westminster area. Depending on your interaction with us, we may collect the following categories of personal data:

Identification and contact details, such as your name, address, postcode, and any other contact information you provide to us.

Service and booking details, such as collection and delivery addresses, preferred dates and times, property access details, item descriptions, volume or size of items, and any special instructions relevant to the move or service.

Communication records, such as enquiries, feedback, complaints, and other correspondence you have with us by phone, online forms, or other channels.

Payment and transaction information, such as details of the services purchased, payment status, and amounts. We do not store full payment card details where these are processed by secure third-party payment providers.

Technical and usage information, such as basic device or browser information and how you use our website or online tools, where applicable. This may include the use of cookies or similar technologies to support core site functionality and understand service usage.

3. How We Collect Your Data

We collect personal data directly from you when you:

Request a quote or make a booking for our services.

Provide feedback, submit a review, or make a complaint.

Interact with our website or digital platforms where basic usage data or cookie data may be collected.

We may also receive personal data about you from third parties involved in the provision of services to you, such as comparison platforms, business partners or intermediaries that pass your booking details to us. In such cases we process the information they provide in accordance with this Privacy Policy.

4. Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes and legal grounds are as follows:

To provide and manage our services: We process your personal data to respond to enquiries, provide quotations, schedule and complete moves or transport services, handle payments, and manage your bookings. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To communicate with you: We use your contact details to provide service updates, confirm bookings, respond to your questions and manage any issues. The lawful basis is performance of a contract and our legitimate interests in providing effective customer service.

To comply with legal obligations: We may process personal data where necessary to comply with legal, regulatory, tax, accounting or insurance requirements. The lawful basis is compliance with a legal obligation.

To improve and protect our business: We may process limited personal data to monitor service quality, handle disputes, prevent fraud or misuse of our services, and maintain business records. The lawful basis is our legitimate interests in managing and protecting our business.

Marketing communications: Where permitted by law, we may use your contact details to send you information about related services that may be of interest. Where required, we will obtain your consent beforehand and you can withdraw consent or opt out at any time.

5. Data Retention

We keep personal data only for as long as is necessary for the purposes described in this Privacy Policy, or as required by law. The specific retention period may vary depending on the type of data and the context in which we collected it.

In general, we keep customer and booking records for a period necessary to manage your services, comply with legal obligations, and handle any potential disputes or queries. When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

6. Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with trusted third parties where necessary for the provision of our services or to comply with legal obligations.

Service providers and processors: We may share data with third-party companies that provide services to us, such as payment processors, IT support providers, website hosting providers, or other business support services. These third parties act as data processors and may only process your personal data on our documented instructions, for specified purposes, and subject to appropriate confidentiality and security obligations.

Operational partners: Where necessary to fulfil a service, we may share relevant details with drivers, removal personnel, or associated logistics partners supporting your move or transport service in the Westminster area.

Professional advisers and authorities: We may share personal data with professional advisers, such as accountants or legal advisers, or with law enforcement and regulatory authorities where required by law or to protect our legal rights.

Where personal data is transferred to third parties, we take steps to ensure that appropriate contractual and technical safeguards are in place to protect your data in accordance with data protection law.

7. International Transfers

Our primary operations focus on the Westminster area and the United Kingdom. Where personal data is transferred outside the UK or the European Economic Area by our service providers, we will ensure that an appropriate safeguard is in place, such as an adequacy decision or standard contractual clauses, to protect your personal data.

8. Data Security

We take reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to personnel and service providers who need it for legitimate business purposes and subjecting them to appropriate confidentiality obligations.

While we work to protect your personal data, no system or transmission can be guaranteed to be completely secure. You are responsible for taking appropriate steps to protect any personal information you send to us, particularly over the internet.

9. Your Data Protection Rights

If you are a customer or individual in the Westminster area, you have the following rights under data protection law, subject to certain conditions and exemptions:

Right of access: You have the right to request confirmation as to whether we process your personal data and to obtain a copy of that data, together with certain information about how it is processed.

Right to rectification: You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or respond to an objection.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to object: You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we rely on legitimate interests as a legal basis. You also have the right to object at any time to the processing of your personal data for direct marketing purposes.

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us using the details provided on our website or in your service documentation. We may need to verify your identity before responding to your request.

10. Complaints

If you have concerns about how we handle your personal data, we would encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioners Office or another competent supervisory authority in your country of residence or work.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. The updated version will be posted on our website and will apply from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.

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