Privacy Policy - Man With Van Westwickham

This Privacy Policy explains how Man With Van Westwickham collects, uses, stores, and protects personal data when providing removals, moving, and related services. It applies to all Man With Van Westwickham customers in the area, including anyone who requests a quote, makes a booking, receives a service, or communicates with us about our services.

1. Who We Are

For the purposes of data protection law, Man With Van Westwickham is the data controller for the personal information we process in connection with our services. This means we decide why and how personal data is used. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We collect only the information needed to provide our services, manage customer relationships, and meet legal obligations. The personal data we may collect includes:

Identity details such as your name and title.
Contact details such as your address, phone number, and email address.
Service information such as move dates, pickup and delivery locations, access details, and item descriptions.
Payment and invoicing information needed to process transactions and maintain records.
Communication records including emails, phone notes, and messages relating to enquiries, bookings, complaints, or service updates.
Proof and verification details where necessary for fraud prevention, service validation, or legal compliance.
Website and technical data if you interact with our digital services, such as IP address, browser type, device information, and usage data.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service requirement, for example if it is relevant to access arrangements or support needs. Where such information is provided, it is handled with additional care and only used where lawful and appropriate.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations, arrange bookings, and carry out moving services.
To communicate with customers about service details, scheduling, or updates.
To manage payments, invoices, and accounting records.
To respond to questions, feedback, and complaints.
To improve service quality, customer experience, and operational planning.
To protect against fraud, misuse, or unauthorised activity.
To comply with legal and regulatory obligations.

Man With Van Westwickham only uses personal data for the purposes for which it was collected, unless we reasonably determine that it is compatible with the original purpose and permitted by law.

4. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out moving services, and handling payment-related activity.

Legal Obligation

We may process personal data where required to comply with legal or regulatory duties, including financial record keeping, tax obligations, and responding to lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include improving our services, maintaining business records, managing customer enquiries, and preventing fraud or misuse.

Consent

Where required, we rely on your consent. If consent is used as the lawful basis, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods depend on the type of data and the context in which it was collected.

Customer booking and service records are generally retained for a reasonable period after the service has ended.
Financial and invoicing data may be kept for the period required by tax and accounting law.
Correspondence and complaint records may be retained for longer if needed to resolve disputes or demonstrate compliance.
Where data is no longer required, it is securely deleted, anonymised, or destroyed.

In some cases, data may be retained for a longer period if necessary to establish, exercise, or defend legal claims.

6. Processors and Third Parties

We may share personal data with carefully selected processors and third parties who help us operate our business. These may include:

Payment processors that handle card or online payments.
Accounting and bookkeeping providers that support financial administration.
IT and cloud service providers that store or secure business data.
Communication service providers that support email, messaging, or phone systems.
Professional advisers such as accountants, legal advisers, or insurers where needed.
Public authorities where disclosure is required by law.

All processors are required to act only on our instructions, use data only for specified purposes, and implement appropriate security measures. We do not sell personal data.

7. International Transfers

If any service providers store or process personal data outside the UK, we take steps to ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect personal data to a standard consistent with UK law.

8. Data Security

We use technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, and restricted internal access.

While we take reasonable steps to protect data, no system is completely secure. If a personal data breach occurs and there is a risk to your rights and freedoms, we will handle it in line with legal requirements.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

You are not required to pay a fee to exercise your rights, although requests may be subject to legal exceptions. We may need to verify your identity before responding to a request.

10. Cookies and Similar Technologies

If we use cookies or similar technologies in connection with digital services, they may be used to improve functionality, measure usage, and support service performance. Where required, we will provide appropriate information and obtain consent before placing non-essential cookies. You can manage cookie preferences through your browser settings where applicable.

11. Children’s Data

Our services are intended for adults arranging removals or related services. We do not knowingly collect personal data from children unless it is incidentally provided in the course of service delivery and only where necessary and lawful. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it.

12. Changes to This Privacy Policy

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

13. Summary of Our Commitments

Man With Van Westwickham is committed to processing personal data responsibly, securely, and only when necessary. We collect limited information, use it for legitimate business and legal purposes, retain it for appropriate periods, and ensure our processors meet suitable standards of data protection. Customers in the area can exercise their rights and expect their personal data to be treated with care and respect.

By using our services, requesting a quote, or making a booking, you acknowledge that you have read and understood this Privacy Policy.