Privacy Policy

Man with Van Westminster Privacy Policy

This Privacy Policy explains how Man with Van Westminster collects, uses, stores and shares personal data when providing moving and related services. It applies to all Man with Van Westminster customers located in the Westminster area, including individuals and businesses who make enquiries, request quotes, or use our services.

We are committed to protecting your privacy and handling your personal data in compliance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

1. Who this policy applies to

This Privacy Policy applies to all current and former customers, prospective customers, and individuals acting on behalf of customers in the Westminster area who interact with Man with Van Westminster by phone, online enquiry forms, written correspondence, or in person.

It also applies to individuals whose data may be provided by a customer, such as a contact person at a collection or delivery address.

2. What personal data we collect

We collect and process only the personal data that is necessary for us to provide our services and operate our business. The personal data we may collect includes:

Identification and contact details: name, title, contact address, collection and delivery addresses, billing address, email address, and other contact information you provide to us.

Service and booking details: information about your requested move, such as property type, access details, inventory information, preferred dates and times, and any special instructions you choose to give.

Communication data: records of enquiries, quotes, bookings, complaints, and other communications with you, including the content, date, and time of those communications.

Payment and transaction data: records of services provided, payment method type, payment status, and transaction history. We do not store full card details when payments are processed via third-party providers.

Technical data: limited technical information when you interact with us online, such as IP address, device type, and basic usage data. This is used for security, analytics, and service improvement.

Voluntary information: any other information you choose to provide, for example access notes or information regarding valuable or fragile items.

3. How we collect personal data

We collect personal data in several ways, including:

Directly from you when you contact us by phone, online, or in writing to request a quote, make a booking, or ask a question.

Through ongoing communications while we are planning or carrying out your move, including follow-up services and support.

From third parties who are authorised to act on your behalf, such as a family member, colleague, landlord, or letting agent arranging the move.

Automatically through our website or digital tools, where limited technical and usage data are captured for security, performance, and analytics.

4. Lawful bases for processing your data

We rely on the following lawful bases under data protection law to process your personal data:

Contract: to take steps at your request before entering into a contract and to perform the contract for services we have agreed with you, including providing quotes, confirming bookings, and carrying out your move.

Legal obligation: to comply with legal and regulatory requirements, such as record-keeping, tax obligations, accounting, and responding to requests from competent authorities where we are legally required to do so.

Legitimate interests: to run and improve our business, manage customer relationships, prevent fraud, maintain security, train staff, and handle queries and complaints, so long as these interests are not overridden by your rights and freedoms.

Consent: where we rely on your consent for specific processing activities, such as certain types of marketing communications. When consent is used, you can withdraw it at any time.

5. How we use your personal data

We use your personal data for the following purposes:

To provide quotes, confirm availability, and manage your booking.

To plan and perform collection, transport, and delivery of your belongings.

To communicate with you about your enquiry, booking, or any issues that may arise.

To manage payments, invoicing, refunds, and accounting records.

To improve our services, monitor performance, and train staff.

To handle complaints, disputes, or legal claims.

To comply with applicable laws and regulations.

6. Data sharing and processors

We do not sell your personal data. However, we may share your data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy.

Service providers acting as data processors: we may use external providers to support our operations, such as payment processors, accounting or administrative service providers, IT and hosting providers, route planning or scheduling tools, and communication platforms. These processors act on our instructions and are bound by contractual obligations to protect your data.

Operational partners: in some circumstances we may work with third-party drivers or partner companies to fulfil services in the Westminster area. Where they act as independent controllers, they are responsible for their own compliance. Where they act on our behalf, they are required to process data only as instructed and to maintain appropriate safeguards.

Professional advisers and authorities: we may share data with insurers, legal advisers, accountants, and public authorities where required to protect our legal rights, comply with law, or respond to lawful requests.

We ensure that any third parties with whom we share your data have appropriate technical and organisational measures in place to protect your information.

7. International transfers

Where our use of processors or service providers may involve transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These safeguards may include the use of standard contractual clauses or reliance on an adequacy decision, in accordance with data protection law.

8. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

Enquiry and quote information: retained for a period that allows us to respond to your enquiry, follow up on your interest, and maintain business records, typically up to two years unless required for longer for legal reasons.

Booking and transaction records: retained for the duration of the service and then for a further period necessary to comply with tax, accounting, and contractual obligations, typically up to seven years from the end of the relevant financial year.

Complaint and dispute records: retained for the period necessary to manage and resolve the issue and to establish, exercise, or defend legal claims.

Marketing data: retained for as long as you remain subscribed or until you withdraw your consent or object to such processing.

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

9. How we protect your data

We implement appropriate technical and organisational measures designed to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricted access to personal data, secure storage, and staff training on data protection and confidentiality obligations.

While we take reasonable steps to safeguard your information, no transmission of data over the internet or storage system can be guaranteed as completely secure. You are responsible for keeping any reference numbers or communication channels with us secure.

10. Your data protection rights

As a data subject, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions under data protection law. These rights include:

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used.

Right to rectification: you can request the correction of inaccurate or incomplete personal data we hold about you.

Right to erasure: in certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

Right to restriction: you can ask us to restrict the processing of your personal data in specific situations, such as when you contest its accuracy or object to our processing.

Right to object: you can object to our processing on grounds relating to your particular situation when we process data based on legitimate interests. You also have the absolute right to object to direct marketing.

Right to data portability: in certain cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format, and that we transmit it to another controller where technically feasible.

Right to withdraw consent: where processing is based on your consent, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, please contact us using the usual contact methods you use when dealing with Man with Van Westminster. We may need to verify your identity before responding to your request.

11. Complaints

If you are concerned about how we handle your personal data, you should contact us in the first instance so that we can try to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

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 processing practices. Any updates will take effect when the revised policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

This Privacy Policy applies to all Man with Van Westminster customers and prospective customers in the Westminster area and is intended to provide clear and transparent information about our data protection practices.