Privacy Policy - Man With Van Westminster

This Privacy Policy explains how Man With Van Westminster collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Westminster customers in the Westminster area, including individuals who request quotes, book removal or transport services, communicate with us, or otherwise engage our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Westminster acts as the data controller for the personal data described in this Policy. This means we decide why and how your personal data is processed. We take our obligations seriously and aim to ensure that all processing is limited to what is necessary for providing our services, maintaining records, meeting legal obligations, and improving our business operations.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any other identifying details you provide.
Contact data: address, email address, telephone number, and delivery or collection addresses.
Service information: details about the move, items to be transported, dates, timings, access conditions, and service preferences.
Payment and transaction data: billing information, payment records, and transaction history.
Communication data: messages, enquiries, complaints, feedback, and notes relating to customer support.
Technical data: basic information from devices or systems used to communicate with us, where applicable.

We do not intentionally collect special category data unless you choose to provide it to us and we have a lawful basis to process it. If such information is necessary in a specific case, we will handle it with extra care and only where permitted by law.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and arrange moving or transport services.
To manage bookings, schedules, routes, and service delivery.
To communicate with you about your enquiry, booking, or service changes.
To process payments, issue invoices, and maintain financial records.
To respond to complaints, queries, and customer support requests.
To protect our business from fraud, misuse, or unlawful activity.
To comply with legal and regulatory obligations.
To analyse service performance and improve our operations.

We will only process your personal data where it is necessary and proportionate to the relevant purpose. We do not use personal data for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, carrying out services, and handling payments.

Legal Obligation

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

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests include managing our business, preventing fraud, improving services, and maintaining internal records.

Consent

In limited cases, we may rely on your consent, for example where you clearly agree to receive certain non-essential communications. 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, known as processors, where they assist us in delivering our services or managing our business. These may include:

Payment service providers that process card or electronic payments.
Accounting or bookkeeping providers that help manage financial records.
IT and cloud storage providers that support our systems and data storage.
Administrative or communications providers that help us manage bookings and customer correspondence.
Professional advisers, such as legal or tax advisers, where necessary.

All processors are required to handle personal data securely and only in accordance with our instructions. We do not sell your personal data. Where personal data must be shared with third parties for service delivery, we only disclose the minimum necessary information.

6. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will take appropriate safeguards to protect your personal data. This may include the use of approved contractual terms or other legally recognised transfer mechanisms. We remain responsible for ensuring your data is protected wherever it is processed.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the context in which it was collected.

Booking and service records may be retained for a reasonable period to manage queries, disputes, and operational needs.
Financial and tax records are retained for the period required by law.
Communication records may be kept for customer service, evidence, and business protection purposes.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it. We review retention requirements periodically to ensure data is not kept longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures are designed to be proportionate to the risks involved and may include access controls, secure storage, and limited staff access. While no system can be guaranteed completely secure, we work diligently to safeguard the information entrusted to us.

9. Your Rights

As a data subject, you have several rights under data protection law. Subject to certain conditions and exceptions, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing where applicable.
Object to processing based on legitimate interests.
Data portability for certain information you provided to us.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers arranging moves or transport. We do not knowingly collect personal data from children in the ordinary course of our services. If we become aware that such data has been collected without appropriate authority, 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 our services, legal obligations, or data processing practices. Any updated version will apply from the date it takes effect. We encourage customers to review this Policy periodically so they remain informed about how personal data is handled.

12. Summary of Key Principles

Man With Van Westminster processes personal data in a way that is lawful, limited, and secure. We collect only what is needed to provide our services, we use it only for clear purposes, we share it only with trusted processors where necessary, and we keep it only for as long as required. This Policy applies to all Man With Van Westminster customers in the Westminster area and reflects our ongoing commitment to privacy, transparency, and responsible data handling.