Privacy Policy

Westminster Man and Van Privacy Policy

This Privacy Policy explains how Westminster Man and Van collects, uses, stores, and shares personal data when providing moving, transport and related services. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all Westminster Man and Van customers in our service area, including prospective, current and former customers.

Data Controller

Westminster Man and Van is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

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

Identification and contact details, such as your name, postal address, service address, billing address, and other contact details you choose to provide. Service and booking information, such as details of the move or transport service requested, property access details, inventory descriptions, special instructions, date and time of the booking, pickup and delivery locations, and job reference numbers. Communication data, such as records of communications with you, including enquiries, quotes, service confirmations, complaints, feedback, and any notes created in the course of providing customer service. Transaction and payment-related information, such as details related to payments for services, payment method used, and internal payment references. We do not store full payment card details; these may be handled by our payment service providers as independent controllers or processors. Usage and technical data, such as basic technical information generated when you visit our website or interact with our online content, including device type, approximate location, and pages visited, where this is collected through cookies or similar technologies. Operational and safety information, such as access instructions that may reference key codes or similar information necessary to perform the service safely and efficiently.

How We Collect Your Data

We collect your personal data in the following ways:

Directly from you when you request a quote, make a booking, contact us by phone or other communication channels, or provide information in the course of a service. Indirectly from your use of our website or online services, through cookies or similar technologies, where permitted by law and subject to cookie settings. From third parties, such as comparison platforms, referral partners or business customers acting on your behalf, where they are legally entitled to share your details with us.

Purposes and Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the context, we rely on the following lawful bases:

Performance of a contract: To take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, managing bookings, delivering moving and transport services, communicating about service details, handling payments, and managing any claims or disputes relating to the service. Legal obligations: To comply with legal and regulatory requirements, such as tax, accounting and reporting obligations, and to respond to lawful requests from authorities. Legitimate interests: To pursue our legitimate business interests in a way that does not override your rights and freedoms. This includes managing our business operations, improving our services, training staff, monitoring service quality, preventing fraud, protecting our property and rights, and maintaining security. We may also rely on legitimate interests to send service-related communications and limited marketing communications to existing customers, where permitted by law and subject to your right to object. Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional marketing or where required for specific cookies or similar technologies. Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including processing enquiries and bookings, planning and performing moves, coordinating staff and vehicles, and updating you about your booking. To manage customer relationships, including responding to enquiries, handling feedback or complaints, and providing customer support. To process payments and maintain business and financial records, including invoices, receipts and internal accounting. To ensure security and prevent misuse of our services, including fraud prevention, safeguarding our staff and customers, and protecting our property and vehicles. To improve our services, operations and customer experience, including staff training, quality assurance and service development. To comply with legal and regulatory requirements and to establish, exercise or defend legal claims.

Data Retention

We keep your 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. The specific retention period depends on the type of data and the context in which it is processed.

In general, we retain core customer and booking records for a period consistent with statutory limitation periods for legal claims and applicable tax and accounting requirements. We may retain certain information for longer if required by law, if necessary to resolve disputes, enforce our agreements, or protect our rights. When personal data is no longer required, we will securely delete or anonymise it in accordance with our data retention procedures.

Data Processors and Sharing of Personal Data

We may share your personal data with trusted third parties who act as data processors and provide services on our behalf. These processors may include:

IT service providers who host or support our business systems, including booking and customer management tools. Payment service providers who process payments and manage payment security. Professional advisers, such as accountants or legal advisers, where necessary for our legitimate business needs and legal obligations. Operational partners who assist in delivering services, such as subcontracted drivers or moving teams, strictly for the purpose of performing the services requested.

Where we use data processors, we ensure that appropriate contractual and technical safeguards are in place to protect your personal data and that processors only process data in accordance with our instructions and applicable data protection laws. We may also share your personal data with public authorities or other third parties where required by law or necessary to establish, exercise or defend legal claims.

International Data Transfers

If we transfer your personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws. These safeguards may include the use of standard contractual clauses approved by relevant authorities or transfers to countries that have been formally recognised as providing an adequate level of data protection.

Your Data Protection Rights

As a data subject, you have a number of rights under the UK General Data Protection Regulation and related laws. Subject to certain conditions and limitations, you have the right to:

Access your personal data, including requesting confirmation that we process your data and obtaining a copy of the information we hold about you. Rectify inaccurate or incomplete personal data, ensuring that the information we hold about you is accurate and up to date. Erase your personal data in certain circumstances, for example where the data is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing. Restrict the processing of your personal data in specified situations, such as while we verify the accuracy of data or assess an objection you have raised. Object to processing that is based on our legitimate interests, on grounds relating to your particular situation, and to object at any time to the processing of your data for direct marketing purposes. Data portability, by requesting that we provide certain personal data in a structured, commonly used and machine-readable format, or transfer it to another controller where technically feasible and where processing is based on consent or contract and carried out by automated means. Withdraw consent at any time where we rely on your consent to process your personal data. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, you can contact us using the contact methods provided on our website or in your service documentation. We may need to verify your identity before responding to your request. We aim to respond within the timeframes required by law.

Complaints and Contact

If you have concerns about how we handle your personal data, we encourage you to contact us first so we can address your concerns. You also have the right to lodge a complaint with the relevant data protection authority in the United Kingdom or in the country where you live or work, or where you believe your rights have been infringed.

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. When we make significant changes, we will take reasonable steps to inform you. The latest version of this Privacy Policy will always apply to the processing of your personal data and is available on our website.

By using the services of Westminster Man and Van, you acknowledge that you have read and understood this Privacy Policy, which applies to all Westminster Man and Van customers in our service area.