Man and a Van Westminster Privacy Policy
This Privacy Policy explains how Man and a Van Westminster collects, uses, stores and shares personal data about its customers and prospective customers within the Westminster area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act, and how you can exercise those rights.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and potential customers of Man and a Van Westminster in the Westminster area who contact us, request a quote, make a booking, or otherwise use our services, whether as individuals or on behalf of a business.
Data Controller
Man and a Van Westminster is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you use our services in the Westminster area.
Personal Data We Collect
We collect and process the following categories of personal data, depending on how you interact with us:
Identification and contact details: such as your name, address, service addresses, and any other contact details you choose to provide to us when you request information or book a service.
Booking and service information: details of the services you request or receive from us, such as dates and times of moves, collection and delivery addresses, property access information, special handling instructions, and related notes needed to carry out the service.
Payment and transaction data: information about the payments you make for our services and internal records of invoices and payment confirmations. We do not store full payment card details; where electronic payments are processed, this is done securely by our chosen payment processor.
Communications data: information contained in communications you send to us or that we send to you, including queries, feedback, and any complaints. This may include the content of emails, messages and notes of telephone conversations.
Technical and usage information: limited technical data generated when you visit our online pages, such as IP address and basic device information, may be collected to help us administer our online presence and keep it secure.
How We Collect Your Data
We collect personal data directly from you when you contact us by telephone, online form, message, or any other method, when you request a quote, when you make a booking, or when you provide information at the time of service.
We may also receive limited information from third parties where this is necessary to provide our services. This can include details from someone booking a service on your behalf or from business partners where you have given them permission to share your details.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, this will be one or more of the following:
Contract: We process your data to take steps at your request before entering into a contract and to perform our contract with you, such as arranging and carrying out your move, managing bookings, and handling payments.
Legal obligation: We process data where necessary to comply with legal and regulatory obligations, including record-keeping, tax and accounting requirements, and responding to lawful requests from authorities.
Legitimate interests: We may process your data where it is necessary for our legitimate interests and these are not overridden by your rights and interests. This can include managing and improving our services, handling customer queries, ensuring security, preventing fraud, and maintaining accurate records of past services.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you have the right to withdraw that consent at any time.
How We Use Your Personal Data
We use your personal data to provide and manage our man and van services in Westminster, including:
Providing quotes, confirming bookings, and planning routes and timings.
Delivering the service at the correct addresses and according to your instructions.
Communicating with you before, during and after the service, including to manage changes or issues.
Processing payments and maintaining internal accounting and financial records.
Responding to enquiries, feedback and complaints and resolving disputes.
Maintaining and improving our services, ensuring security and preventing misuse.
Data Sharing and Processors
We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy. These parties act as our data processors and process personal data on our behalf, under our instructions and subject to appropriate data protection obligations.
Such processors may include:
Payment processing providers who handle card or electronic payments securely.
IT and system support providers who host or maintain our business systems and data storage.
Communication and messaging service providers that enable us to contact you.
Professional advisers such as accountants and legal advisers, where necessary for our business operations and to comply with legal obligations.
We may also share personal data with third parties where required by law, for example with law enforcement or regulatory authorities, or where it is necessary to establish, exercise or defend legal claims.
International Data Transfers
Where our service providers are located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, we ensure that appropriate safeguards are in place. These may include standard contractual clauses approved by relevant data protection authorities or other lawful transfer mechanisms, to ensure that your personal data remains protected.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected and to meet our legal, accounting and reporting requirements.
In general, we retain customer and booking records for a period that allows us to respond to any questions, address complaints, and keep appropriate records for tax and accounting purposes. After the relevant retention period has expired, we securely delete or anonymise your personal data so that it can no longer be associated with you.
Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, alteration or disclosure. These measures include access controls, secure storage, and procedures designed to maintain the confidentiality and integrity of your information.
While we work to protect your personal data, no system can be guaranteed to be completely secure. You are responsible for keeping any reference numbers or booking details that we provide to you safe and confidential.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van Westminster customers in the Westminster area, subject to certain legal conditions and limitations:
Right of access: You can request confirmation as to whether we hold personal data about you and obtain a copy of that data, together with information about how we use it.
Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the original purpose and we have no legal obligation to retain it.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in specific situations, such as while we check the accuracy of the data or consider an objection you have raised.
Right to data portability: In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to ask us to transmit it to another controller where this is technically feasible.
Right to object: You can object to our processing of your personal data where it is based on our legitimate interests or for direct marketing. If you object to direct marketing, we will stop processing your data for that purpose.
Right to withdraw consent: Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before your withdrawal.
You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the chance to address your concerns directly in the first instance.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updated version will apply to all customers and prospective customers in the Westminster area from the date it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
