Privacy Policy - Man With A Van Westminster

This Privacy Policy explains how Man With A Van Westminster collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Westminster customers in the area, including individuals who request quotes, make bookings, receive removals or delivery services, or otherwise interact with us in relation to our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With A Van Westminster is the data controller for the personal information described in this Privacy Policy. This means we decide why and how your personal data is processed when you use our services, contact us for a quotation, confirm a booking, or otherwise engage with us.

2. Information We Collect

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

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your address, email address, and telephone number.
Booking and service information including service dates, addresses for collection and delivery, inventory details, special handling requirements, and notes about access or parking.
Payment information such as billing details and payment status. We do not intentionally store full payment card information unless required by a secure payment provider.
Correspondence including emails, messages, call notes, and any feedback or complaint you send to us.
Technical information where applicable, such as device information or basic usage data when you visit or interact with online booking tools or enquiry forms.
Proof or verification information if needed for fraud prevention, legal compliance, or service confirmation.

We may also receive information from third parties where this is necessary to provide our services, for example from a person making a booking on your behalf, a property manager, estate agent, business client, payment processor, or another service provider.

3. How We Use Your Personal Data

We use personal data only where permitted by law and only for legitimate business purposes. Typical uses include:

providing quotes and confirming bookings;
planning and delivering removal, transport, and related services;
communicating with you about your booking, access issues, timing, or service changes;
processing payments, refunds, and invoices;
maintaining records of work completed;
handling complaints, disputes, and service queries;
meeting legal, accounting, and tax obligations;
protecting against fraud, misuse, or unlawful activity;
improving our operations, customer service, and service quality.

We do not use your personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so and, where required, we have informed you.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each processing activity. Depending on the circumstances, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, managing bookings, delivering services, invoicing, and responding to service-related requests.

Legal Obligation

We may process and retain data where necessary to comply with legal obligations, including accounting, tax, insurance, and record-keeping requirements, as well as responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This can include service administration, fraud prevention, record management, business improvement, and defending legal claims. We always aim to balance our interests against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where it is required for optional communications or certain marketing activities. Where consent is used, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, tax, or reporting requirements. Retention periods may vary depending on the type of information and the reason it was processed.

Booking and service records are normally retained for a reasonable period so we can manage queries, disputes, and repeat service requests.
Financial records are retained for the period required by law and standard business accounting practice.
Correspondence and complaint records may be retained for as long as needed to resolve the matter and for evidence of resolution.
Marketing preferences are retained until you withdraw consent or object, where applicable.

When personal data is no longer needed, we will delete it, anonymise it, or securely destroy it.

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or operate our business. These third parties act as processors or, in some cases, independent controllers. We require appropriate safeguards and contractual protections where processors are used.

Examples of processors and service providers may include:

IT and hosting providers that store or support our data systems;
Communication providers that handle email, messaging, or telephone services;
Payment processors that manage secure payment transactions;
Accounting or bookkeeping providers that assist with invoicing and financial records;
Administrative support services that help manage bookings and customer records;
Professional advisers such as lawyers, insurers, or auditors where necessary.

We may also disclose data where required by law, court order, regulatory request, or to protect our rights, property, staff, customers, or others. We do not sell your personal data.

7. International Transfers

Where any of our processors or systems are located outside the UK, we will only transfer personal data where appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We aim to ensure that your personal data receives a level of protection that is essentially equivalent to that required under UK law.

8. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and system monitoring. However, no method of transmission or storage is completely secure, so we cannot guarantee absolute security.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. Subject to legal limits and exemptions, these 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 information;
Right to erasure – you can ask us to delete your data in certain circumstances;
Right to restriction – you can ask us to limit how we use your data in certain situations;
Right to object – you can object to processing based on legitimate interests or direct marketing;
Right to data portability – you can request your data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time;
Right to complain – you may complain to the Information Commissioner’s Office if you believe your data has been mishandled.

We may need to verify your identity before responding to a rights request. We will respond within the time limits required by law.

10. Children’s Data

Our services are aimed at adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement and is provided by an adult with authority to do so. If we learn that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how we process personal data.

12. Summary of Our Commitment

We respect your privacy and aim to process personal data responsibly, securely, and transparently. Man With A Van Westminster only collects information needed to provide and manage services, relies on lawful grounds for processing, keeps data for no longer than necessary, and works with trusted processors under appropriate safeguards. If you use our services, you can expect your information to be handled with care and in line with applicable data protection law.