Privacy Policy - Westkensington Man And Van

This Privacy Policy explains how Westkensington Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Westkensington Man And Van customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our moving and van services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Westkensington Man And Van is a service provider offering moving, transport, loading, unloading, and related logistical services. In providing these services, we act as a data controller for the personal information we collect and process about our customers, prospective customers, and other individuals connected with a booking.

2. Information We Collect

We may collect and process several categories of personal data depending on how you interact with us and the type of service you request.

Information you provide directly

Identity details such as your name and title.
Contact details such as your address, email address, and phone number.
Booking details including moving date, pickup and delivery addresses, inventory information, access notes, parking requirements, and service preferences.
Payment-related information such as billing details and transaction records.
Communication records including emails, messages, call notes, and any feedback or complaints.
Special instructions you share about fragile items, access arrangements, or other service-specific needs.

Information collected automatically or indirectly

Technical information such as device type, browser type, and basic usage data when you interact with our digital services.
Service records such as job details, route information, and service completion notes.
Location-related information limited to what is necessary to carry out the move or assess the service area.

We do not collect more personal data than is reasonably necessary for the services we provide. Where possible, we encourage you to avoid sharing unnecessary personal or sensitive information.

3. How We Use Personal Data

We use personal data only for specific and lawful purposes. These include:

providing quotations and managing bookings;
planning, delivering, and completing moving and van services;
communicating about schedules, access requirements, delays, and service changes;
processing payments and maintaining business records;
handling complaints, claims, and customer support requests;
meeting legal, tax, accounting, and regulatory obligations;
improving our services, planning resources, and managing operations;
protecting against fraud, misuse, or security incidents;
retaining evidence of services provided and agreements made.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every type of personal data processing. Depending on the circumstances, we rely on the following bases:

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes handling bookings, arranging services, confirming details, and fulfilling moving arrangements.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving operations, preventing fraud, and maintaining internal records. Where we rely on legitimate interests, we consider whether the processing is proportionate and whether your privacy is protected.

Legal obligation

We process personal data when necessary to comply with legal requirements, including accounting, tax, insurance, and record-keeping obligations.

Consent

In limited situations, we may rely on your consent, for example if you choose to receive certain optional communications or agree to the processing of specific information not required for the contract. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests and public task

These bases are unlikely to apply in ordinary service delivery, but we may rely on them in exceptional circumstances where necessary to protect someone’s vital interests or where required by law.

5. Sharing Your Data and Processors

We may share personal data only where necessary and only with trusted third parties acting on our instructions or for independent legal reasons. These may include:

Payment service providers who process transactions securely.
Accountants and tax advisers who help us meet financial and legal obligations.
IT and cloud service providers who store or support our systems, email, and record management.
Communication and messaging providers used for operational correspondence.
Insurance providers and claims handlers where needed for incidents or damage claims.
Subcontractors or operational partners assisting with a job, where necessary to deliver the service.
Legal and regulatory bodies where disclosure is required by law or needed to establish, exercise, or defend legal rights.

Where we use processors, they are required to process personal data only on our instructions, keep it secure, and use appropriate safeguards. We choose processors carefully and require them to maintain confidentiality and data protection standards consistent with UK GDPR.

6. International Transfers

In some cases, personal data may be stored or accessed by service providers outside the UK. If this happens, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protections recognised under applicable law.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

Quotation and enquiry records are generally kept for a limited period if no booking is made.
Booking and service records are kept for as long as needed to manage the customer relationship and any related claims.
Financial and tax records are retained for the period required by law.
Complaint or claim files may be kept longer where necessary to resolve disputes or comply with legal obligations.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. We regularly review the data we hold to ensure it is not kept longer than necessary.

8. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and procedures for handling data securely.

Although we work to protect your information, no system can be guaranteed completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in line with applicable 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 your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.
Right to complain – to raise concerns with the relevant supervisory authority.

Some rights are not absolute and may be limited by legal obligations, contractual needs, or other lawful grounds for processing. We will respond to legitimate requests within the time limits required by law.

10. How We Handle Sensitive Information

We do not ordinarily seek special category data, such as information about health, religion, or political views. If you choose to share such information, for example to support access arrangements or service planning, we will only process it where necessary and with appropriate safeguards.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related records and only when necessary for legitimate business or legal reasons.

12. Automated Decision-Making

We do not use personal data to make decisions that have legal or similarly significant effects on you by automated means alone. If this changes in the future, we will update this policy and ensure appropriate safeguards are in place.

13. 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. The updated version will apply from the date it is made available. We encourage customers to review it periodically.

14. Summary of Key Points

We collect only the personal data needed to provide and manage our moving services.
We use your data for bookings, communication, payments, compliance, and service improvement.
We rely on contract, legitimate interests, legal obligation, and sometimes consent.
We share data only with necessary processors and trusted third parties under safeguards.
We retain data only for as long as needed for service, legal, and business purposes.
You have rights over your personal data, including access, correction, deletion, and objection.

By using Westkensington Man And Van services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.