Privacy Policy - Man And Van Westminster

This Privacy Policy explains how Man And Van Westminster collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Westminster customers in the area, including individuals, households, and businesses that use our moving, transport, collection, delivery, loading, unloading, and related services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

Man And Van Westminster provides local moving and transport services in Westminster and surrounding areas. In the course of delivering our services, we may process personal information about customers, recipients, building managers, landlords, tenants, suppliers, and third parties connected to a booking. We act as a data controller for the personal data we collect and determine the purposes and means of processing that data.

2. Data We Collect

We only collect data that is necessary for our business operations and to provide our services effectively. The types of data we may collect include:

Identity data: name, title, and any information used to identify you.
Contact data: phone number, email address, billing address, collection address, delivery address, and any additional service address details.
Booking and service data: moving dates, inventory details, access notes, parking or loading information, property type, and service preferences.
Payment data: transaction details, invoice records, payment status, and limited billing information. We do not store full card details where payment processing is handled by secure third-party providers.
Communication data: correspondence, enquiries, complaints, feedback, and records of calls or messages related to our services.
Technical data: basic information such as IP address, device type, browser type, and interaction data where this is collected through digital systems used to manage enquiries or bookings.
Operational data: photographs or notes taken before, during, or after a job where needed for service confirmation, damage records, or dispute resolution.

We do not intentionally collect special category data unless it is specifically required and lawful to do so. If any such information is shared with us inadvertently, we will handle it carefully and in line with data protection law.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan, deliver, and improve our moving and transport services;
to communicate with customers about schedules, service changes, and job requirements;
to issue invoices, process payments, and maintain accounting records;
to respond to enquiries, complaints, and claims;
to maintain internal records and service quality;
to protect against fraud, misuse, or unlawful activity;
to comply with legal and regulatory obligations.

We will only use your data where we have a lawful reason to do so and where the use is fair, relevant, and proportionate to the service being provided.

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases depending on the context of the processing:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging collections and deliveries, and handling payment or service administration.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include managing our operations, improving services, preventing fraud, maintaining records, and handling customer support.

Legal Obligation

We may process data to comply with legal requirements, such as accounting, tax, insurance, dispute handling, or record-keeping obligations.

Consent

In limited cases, we may rely on your consent, for example where optional communications or certain types of data sharing require it. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or operate our business. These recipients may act as processors or, in some cases, independent controllers. We require processors to handle data securely and only on our instructions.

Examples of processors and service providers may include:

payment processing providers;
accounting and bookkeeping providers;
customer relationship or booking management systems;
cloud storage and IT support providers;
communication platforms used for service updates or customer correspondence;
professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also disclose data if required by law, court order, regulatory authority, or to protect our rights, customers, staff, or property. Any sharing is limited to what is necessary for the relevant purpose.

6. 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, insurance, or dispute-related requirements. Retention periods depend on the type of information and the context in which it was collected.

Booking and service records: retained for a reasonable period to manage follow-up, customer support, and business records.
Invoice and payment records: retained for the period required by tax and accounting laws.
Communication records: retained where needed to resolve enquiries, complaints, or service issues.
Operational evidence such as photos or job notes: retained only as long as necessary for service verification, claims, or legal purposes.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of data by authorised personnel only. While no system can be guaranteed to be completely secure, we work to safeguard information appropriately.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it in line with applicable data protection laws. Such safeguards may include approved contractual terms or other lawful transfer mechanisms.

9. Your Rights

As a data subject, you have several rights under UK GDPR. Subject to legal limits, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict how we process your data in certain situations;
object to processing based on legitimate interests;
data portability for data you provided to us where applicable;
withdraw consent where processing is based on consent;
complain to the UK Information Commissioner’s Office if you believe your rights have been infringed.

To help protect your privacy, we may need to verify your identity before responding to a request. We will respond within the time limits set by law.

10. Children’s Data

Our services are directed to adults and businesses, and we do not knowingly collect personal data from children in the ordinary course of business. If we become aware that such data has been collected without appropriate authority, we will take steps to delete it where required and lawful.

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 handling practices. Any updates will take effect when published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Summary of Our Commitment

Man And Van Westminster is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for legitimate business and service purposes, retain it for appropriate periods, and protect it through reasonable security measures. This policy applies to all Man And Van Westminster customers in the area, and it is designed to ensure your information is handled with care and in line with GDPR principles. Where we rely on consent, legitimate interests, contract performance, or legal obligations, we do so in a way that respects your privacy and your rights.