Privacy Policy - Man And A Van Westminster

This Privacy Policy explains how Man And A Van Westminster collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and related services. It applies to all Man And A Van Westminster customers in the area, including individuals and businesses using our services for house moves, office removals, furniture transport, packing support, storage-related handling, and similar services.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018. We only process personal data where we have a valid lawful basis and we take appropriate technical and organisational measures to protect the information we hold.

1. Information We Collect

We collect only the information necessary to provide our services, manage bookings, communicate with customers, and meet legal or contractual obligations. The types of personal data we may collect include:

Identity information such as your name and, where applicable, the name of an authorised representative.
Contact information such as address details, email address, and telephone number.
Service information such as moving dates, collection and delivery addresses, access details, item lists, and special handling requirements.
Payment information such as billing details and transaction records. We do not store full card details unless required by a secure payment processor.
Communication records such as emails, messages, notes from phone calls, and any complaints or service feedback.
Operational information such as route planning data, job records, time stamps, and proof of delivery where relevant.
Technical data such as IP address or device information if you interact with our digital systems, where applicable.

We generally collect data directly from you when you request a quote, make a booking, respond to our communications, or otherwise use our services. In some cases, we may also receive information from third parties, such as landlords, estate agents, business clients, or authorised representatives acting on your behalf.

2. How We Use Personal Data

We use personal data to operate our business and deliver our services effectively. Typical uses include:

Providing quotes and confirming bookings.
Planning and carrying out removals and transport services.
Communicating about arrival times, job details, and service changes.
Handling billing, invoicing, and payment administration.
Managing customer support, complaints, and dispute resolution.
Maintaining internal records and improving service quality.
Meeting legal, tax, accounting, and regulatory obligations.
Protecting against fraud, misuse, or unauthorised activity.

We do not use your personal data for purposes that are incompatible with those set out in this policy unless we have a lawful basis to do so and we inform you where required.

3. Lawful Basis for Processing

We only process personal data where one or more lawful bases under UK GDPR apply. These include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, performing moving services, processing payments, and communicating about the service.

Legal Obligation

We may process data to comply with legal obligations, including tax, accounting, record-keeping, and other regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, fraud prevention, operational planning, and responding to customer queries.

Consent

Where required, we may rely on your consent, for example for certain optional communications or specific uses of data not covered by other lawful bases. You may withdraw consent at any time if processing is based on consent.

Special category data is not normally required for our services. If such data is ever provided to us, we will only process it where permitted by law and with appropriate safeguards.

4. Sharing and Processors

We may share personal data with trusted third parties who help us run our business. These third parties act as processors or, in some cases, independent controllers. We require appropriate data protection arrangements with our processors and only share the minimum information necessary.

Examples of processors and service providers may include:

Payment service providers that handle secure payment processing.
IT and cloud storage providers that support record storage and communication systems.
Accounting and invoicing providers that assist with financial administration.
Customer service or scheduling tools used to manage bookings and operational tasks.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We may also disclose information where required by law, to law enforcement, regulatory bodies, insurers, or in connection with legal claims or business restructuring. We do not sell personal data.

5. International Transfers

Where any processor or service provider is located outside the UK, we take steps to ensure appropriate safeguards are in place. This may include using adequacy regulations, standard contractual clauses, or equivalent legal protections to ensure your data remains protected.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and operational requirements. Retention periods vary depending on the type of information and the purpose of processing.

Booking and service records are kept for as long as needed to manage the service and address follow-up queries.
Financial and tax records are kept for the period required by law.
Communication records may be retained for a reasonable period to manage complaints, disputes, and service history.
Technical or security logs are retained only for as long as needed for system protection and operational monitoring.

When data is no longer required, we will delete it or anonymise it securely. We do not keep personal data indefinitely.

7. Data Security

We use appropriate security measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff training, and restricted sharing practices. While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the nature of the data and the risks involved.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply in full or in part depending on the circumstances and legal exemptions. Your rights include:

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 – you can request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain circumstances.
Right to data portability – you can request a copy of certain data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable legal requirements. In some cases, we may need to verify your identity before acting on your request.

9. Children’s Data

Our services are intended for adults, businesses, and authorised representatives arranging moving or transport services. We do not knowingly collect personal data from children except where it is incidental and necessary in connection with a service arrangement, such as household occupancy details. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

10. Automated Decision-Making

We do not normally rely on fully automated decision-making that produces legal or similarly significant effects about you. If this changes in the future, we will ensure that any such processing complies with data protection law and that you are informed where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Complaints

If you have concerns about how your personal data has been handled, you may contact us through the normal service channels used for your booking or customer account. You also have the right to raise concerns with the UK supervisory authority for data protection if you believe your rights have been infringed.

In summary, Man And A Van Westminster processes personal data only where necessary, relies on lawful bases under UK GDPR, retains data for appropriate periods, uses trusted processors under contractual safeguards, and respects your data protection rights. This policy applies to all customers in the Westminster area who use our services.