Privacy Policy
Westminster Man and Van Privacy Policy
This Privacy Policy explains how Westminster Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers in the Westminster area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using the services of Westminster Man and Van, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Westminster Man and Van customers, potential customers and website visitors located in the Westminster area who contact us, request a quote, make a booking, or otherwise interact with our services. It covers personal data collected through telephone, online forms, written correspondence, and in-person interactions relating to man and van services, removals, and related activities.
Personal Data We Collect
Westminster Man and Van may collect and process the following categories of personal data when you use our services or contact us:
Identification and contact details, such as name, address, service address, billing address, and any alternative contact details you choose to provide.
Communication details, including information you provide when you contact us for quotes, make enquiries, leave feedback, or lodge complaints.
Service and booking information, such as collection and delivery addresses, access instructions, inventory details you choose to share, preferred dates and times, and any other service-related requirements you specify.
Payment-related information, such as the amount charged, payment method used, and transaction references. Where third-party payment processors are used, we do not receive or store full card details.
Technical and usage data, such as pages visited on our website, the time and date of visits, and basic device or browser information, to the extent that this is necessary for the functioning and security of our website and for service analytics.
Lawful Basis for Processing Personal Data
Westminster Man and Van processes personal data only where a lawful basis applies under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:
Performance of a contract. We process personal data where it is necessary to provide our man and van services, including responding to quote requests, confirming bookings, arranging collections and deliveries, and managing payments.
Compliance with legal obligations. We may process personal data to meet legal, regulatory or accounting obligations, such as record-keeping, tax requirements, and responding to lawful requests from public authorities.
Legitimate interests. We may process personal data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. Legitimate interests include managing and improving our services, handling customer queries, preventing fraud, ensuring the security of our operations, and maintaining business records.
Consent. In certain situations, we may rely on your explicit consent, for example for specific forms of marketing communications where required by law. You have the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
How We Use Personal Data
We use your personal data for the following purposes:
To provide and manage man and van services, including quoting, scheduling, route planning, carrying out moves, and handling payment and invoicing.
To communicate with you, including sending booking confirmations, changes to service arrangements, responses to queries, and customer service messages.
To improve our operations and services, for example by analysing common service routes, peak times, or types of requests, to make our services more efficient.
To maintain our business records and accounts in line with legal and tax requirements.
To manage disputes, complaints, and claims, and to protect our rights, property, and safety, as well as those of our staff, contractors and customers.
To send you marketing and promotional information about our services where permitted by law, or where you have given consent. You can opt out of marketing communications at any time.
Data Sharing and Processors
Westminster Man and Van does not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place.
Service delivery partners. We may share relevant contact and service details with drivers, removal personnel, or subcontractors engaged to fulfil your booking, strictly to the extent required to carry out the agreed services.
Payment processors. Where you pay for services using a card or other electronic method, payments are processed through secure third-party payment providers or banking institutions. These entities act as data controllers or processors in relation to payment data.
IT and administrative service providers. We may engage companies that provide scheduling tools, customer management systems, cloud hosting, data storage, or email and communication platforms. These entities act as data processors and are only permitted to process personal data according to our documented instructions and for the purposes we specify.
Professional advisers and authorities. We may disclose personal data to professional advisers, such as accountants or legal advisers, and to public authorities, regulators, or law enforcement when required by law or when necessary to protect our legal rights.
Where we use processors, we ensure that appropriate contractual and technical safeguards are in place, including obligations of confidentiality, security measures, and restrictions on further use or disclosure.
International Data Transfers
Where our use of third-party providers results in personal data being transferred outside the United Kingdom, such as to countries that may not have the same data protection laws, we will ensure that appropriate safeguards are in place. These may include using providers in countries recognised as providing an adequate level of protection or implementing standard contractual clauses or equivalent mechanisms required by data protection law.
Data Retention
Westminster Man and Van will retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.
Customer and booking records are generally retained for a period that allows us to manage ongoing relationships, handle any post-service queries or disputes, and comply with applicable tax and accounting laws. After the applicable retention period has expired, personal data will be securely deleted, anonymised or irreversibly removed from active systems.
Where personal data is collected based on your consent for a specific purpose, such as marketing communications, it will be retained until you withdraw your consent or until it is no longer necessary for that purpose, whichever occurs first.
Data Security
We implement appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, staff awareness training, secure storage systems, and appropriate security practices in relation to our vehicles, devices, and information systems.
While we take reasonable steps to safeguard personal data, no system can be guaranteed to be completely secure. You are encouraged to take care when sharing personal information and to notify us promptly of any concerns regarding the security of your data.
Your Data Protection Rights
Under data protection law, individuals whose personal data we process have a number of rights. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and receive information about how it is processed.
Rectify inaccurate or incomplete personal data concerning you.
Request the erasure of your personal data where there is no longer a lawful basis for us to continue processing it.
Restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection.
Object to processing based on our legitimate interests, including profiling, where your rights and freedoms override our interests.
Object to the use of your personal data for direct marketing at any time.
Request the transfer of your personal data to you or to another service provider, where technically feasible and where the processing is based on consent or contract and carried out by automated means.
Where we rely on consent, withdraw your consent at any time, without affecting the lawfulness of processing that took place before withdrawal.
If you wish to exercise any of these rights, you should contact us using the contact details provided on our main service materials or website. We may need to verify your identity before responding to your request and will respond within the timeframes required by law.
Complaints and Contact
If you have concerns about how Westminster Man and Van handles your personal data, you are encouraged to contact us so that we can address your concerns. You also have the right to lodge a complaint with the relevant supervisory authority in the United Kingdom if you believe that your data protection rights have been infringed.
Changes to this Privacy Policy
Westminster Man and Van may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will be made available through our usual customer communication channels or on our website. You should review this Privacy Policy periodically to stay informed about how we protect and use your personal data.
