Man and Van Westminster Privacy Policy

This Privacy Policy explains how Man and Van Westminster collects, uses, stores, and shares personal data about customers and prospective customers within the Westminster area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man and Van Westminster customers and enquiries in the Westminster area, including individuals and businesses who request quotations, make bookings, use our services, or contact us for any related purpose.

Data Controller

Man and Van Westminster is the data controller of the personal data it processes about you. This means we decide how and why your personal data is used and are responsible for ensuring that it is handled in accordance with applicable data protection law.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:

Identification and contact details: name, title, address, property access details where relevant, and general location information in the Westminster area.

Communication information: information you provide when you contact us by phone, online forms, or other communication channels, including the content of your messages and any follow-up correspondence.

Service and booking information: details of removal or transport services requested or provided, inventory descriptions for moving, collection and delivery addresses, preferred dates and times, pricing, invoices, and payment status information.

Technical and usage information: limited technical information generated when you interact with our online content, such as basic device and browser details and general usage data, where this is collected. Any such information is processed in line with data protection and electronic communications law.

Job application information: if you contact us about working with Man and Van Westminster, we may collect information such as your work history, qualifications, and references.

How We Collect Your Data

We usually collect personal data directly from you when you:

Request a quote or make a booking for our man and van services in Westminster.

Communicate with us by phone or other channels to ask questions or request support.

Provide feedback, reviews, or submit complaints.

Apply for a job or offer to provide services to us.

In some cases, we may receive personal data from third parties, for example where another person books our services on your behalf, or where business partners provide us with information in order to fulfil a joint service. When this happens, we take reasonable steps to ensure that you are informed that we hold your data and how we use it.

Lawful Basis for Processing

We only process your personal data when we have a valid legal basis under data protection law. The main lawful bases we rely on are:

Contract: We process your data to take steps at your request before entering into a contract and to perform our contract with you, for example to provide quotes, confirm bookings, carry out man and van services, and manage billing and payment.

Legitimate interests: We may process data where it is necessary for our legitimate business interests and these are not overridden by your rights and freedoms. This includes managing and improving our services, responding to enquiries, maintaining records for business planning, and defending legal claims.

Legal obligation: We process certain data to comply with legal and regulatory requirements, for example to keep records for tax, accounting, and insurance purposes.

Consent: In limited situations, we may rely on your consent, for example in relation to certain types of marketing communications, where required by law. Where we rely on consent, you can withdraw it at any time.

Purposes for Which We Use Personal Data

We use your personal data for the following purposes:

To provide quotations, confirm bookings, and deliver man and van services in the Westminster area.

To communicate with you before, during, and after the provision of our services, including updates, reminders, and responses to enquiries.

To manage our relationship with you, including handling feedback, complaints, and customer service issues.

To manage payments, invoices, and accounting records.

To plan operations, improve our services, and ensure that our vans, routes, and staff are allocated efficiently.

To comply with legal and regulatory requirements and to cooperate with law enforcement or regulators when legally required.

To protect our rights, property, and safety, including preventing and investigating fraud or misuse of our services.

Use of Data Processors

We may use carefully selected third-party service providers who process personal data on our behalf. These data processors help us with activities such as:

IT and hosting services for storing and managing our records.

Customer management and booking administration tools.

Accounting and invoicing support.

These service providers are only allowed to process your personal data in accordance with our instructions and for the purposes we specify. We require them to implement appropriate technical and organisational measures to protect your data and to comply with data protection law.

Data Sharing and International Transfers

We will not sell your personal data. We may share limited personal data with:

Professional advisers such as accountants or legal advisors, where necessary for legitimate business or legal purposes.

Authorities, regulators, or law enforcement bodies where we are required or permitted by law to do so.

If any transfer of your personal data outside the UK or European Economic Area occurs, we will ensure that appropriate safeguards are in place to protect your information in line with data protection laws.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy, including for the purposes of satisfying legal, accounting, or reporting requirements.

In general, we apply the following retention approach:

Service and booking records: kept for a period necessary to fulfil our contract with you and to meet tax, accounting, and insurance requirements.

Communication records: retained for a period that allows us to respond to enquiries, manage our relationship with you, and resolve any disputes.

Job application data: retained for a limited period after recruitment processes, unless a longer period is justified or you become part of our workforce.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked back to you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to personnel and processors who need it for business purposes and requiring them to keep such data confidential.

Your Data Protection Rights

Under data protection law, you have various rights in relation to your personal data. These rights apply to all Man and Van Westminster customers in the Westminster area, subject to certain legal conditions and limitations. Your rights include:

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data.

Right to rectification: You have the right to 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 may request that we restrict the processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection you have raised.

Right to object: You have the right to object to certain types of processing based on our legitimate interests, including, where applicable, direct marketing. We will stop processing unless we have compelling legitimate grounds to continue.

Right to data portability: In some situations, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format and to request that we transfer it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing based on consent before withdrawal.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how we handle your personal data.

Privacy Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.