Privacy Policy
Westminster Movers Customer Privacy Policy
This Privacy Policy explains how Westminster Movers collects, uses, stores and protects personal data relating to our customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and relevant data protection laws. This Policy applies to all Westminster Movers customers and prospective customers in our service area who contact us, request a quotation, book a move, or otherwise use our services.
Who we are and scope of this policy
Westminster Movers is a provider of removal, storage and related moving services. In providing these services, we act as a data controller in relation to the personal data we collect and use about you. This Privacy Policy applies to all personal data that we process in connection with our services, whether collected online, by phone, in person or through any other communication channel.
Personal data we collect
We may collect and process the following categories of personal data about you when you interact with Westminster Movers:
Identification and contact details: name, title, postal addresses for collection and delivery, billing address, and contact details such as mobile number, landline number and any other numbers you choose to provide, as well as any email addresses you choose to provide.
Service and booking information: details of your move, including property access information, inventory lists, special handling instructions, dates and times, parking or access restrictions, and information relating to packing, storage and delivery of your belongings.
Payment and billing information: information relating to the payment of our invoices, such as payment method, billing history and basic transaction details. We do not store full card details where a third-party payment processor is used.
Communications and correspondence: records of emails, written correspondence, notes from phone calls and any feedback, reviews or complaints you provide to us.
Website and technical information: when you visit our website, we may collect technical information such as your IP address, browser type, device details, and information about how you use our website, for example pages viewed and time spent. This may be collected using cookies or similar technologies where permitted by law and your browser settings.
Special category data: we do not routinely seek to collect special category personal data. If you voluntarily provide health-related or other sensitive information, for example to explain access needs at a property, we will handle it with additional care and only use it as necessary to provide the requested service.
How and why we use your personal data
We use your personal data for the following purposes:
To provide quotations and respond to enquiries: to understand your requirements, prepare a quotation, answer your questions and communicate with you about potential services.
To perform our contract with you: to plan, manage and deliver your move or storage service, including confirming bookings, allocating staff and vehicles, managing access and delivery details, issuing invoices and processing payments.
To manage our relationship with you: to send booking confirmations, updates about your move, service-related messages, and to handle enquiries, complaints or claims.
For business operations and administration: to manage accounts, carry out internal reporting, quality assurance, training and service improvement.
For legal and regulatory purposes: to meet our legal obligations, for example relating to tax and accounting, and to establish, exercise or defend legal claims.
Marketing: we may use your contact details to send information about our services that may be of interest to you, where permitted by law and subject to your marketing preferences. You can opt out of marketing at any time.
Lawful bases for processing
We rely on the following lawful bases under data protection law when processing your personal data:
Contract: where processing is necessary to enter into a contract with you or to perform a contract for moving or storage services that you have requested or agreed to.
Legal obligation: where we need to process your data to comply with legal requirements, such as tax, accounting and regulatory obligations.
Legitimate interests: where processing is necessary for our legitimate business interests, and these interests are not overridden by your rights and interests. Examples include managing and improving our services, keeping appropriate records, preventing fraud and pursuing or defending legal claims.
Consent: where required by law, for example for certain types of marketing or optional cookies, we will rely on your consent. Where we rely on consent, you can withdraw it at any time.
How long we keep your data
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or to comply with legal, accounting or reporting requirements.
Enquiries and quotations: if you request a quotation but do not proceed, we may retain your enquiry details for a reasonable period to respond to follow-up questions and for internal analysis, after which they will be securely deleted or anonymised.
Customers and completed moves: for customers who proceed to a booking, we generally keep personal data relating to the move and any associated invoices for up to seven years after the end of the contract, in line with tax and accounting requirements.
Marketing data: we retain contact details used for marketing until you opt out, object to processing, or we determine that your details are no longer accurate or required for this purpose.
In all cases, we apply appropriate safeguards and securely delete or anonymise data when it is no longer needed.
Sharing your personal data and processors
We do 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.
Service providers and processors: we may use external companies to help us deliver our services, such as IT and software providers, cloud storage, payment processors, accounting and administrative support, and subcontracted removal teams where required. These companies act as data processors and are only permitted to use your personal data in accordance with our instructions and for the specific purposes we specify. We require them to implement appropriate security measures to protect your data.
Professional advisers: we may share necessary information with our accountants, auditors, insurers, legal advisers and other professional advisers as needed to obtain professional services and manage our business.
Legal and regulatory authorities: we may disclose personal data if required to do so by law, by a regulatory body, or in order to establish, exercise or defend legal claims.
Other third parties: in limited circumstances, for example if we undergo a business reorganisation, merger or sale, personal data may be shared with relevant third parties in accordance with data protection law.
International transfers
If any of our processors or service providers transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, so that your personal data continues to be protected to standards equivalent to those in the UK.
Data security
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures include access controls, secure storage, staff training and the use of reputable service providers. While we take reasonable steps to safeguard your information, no system can be completely secure and we cannot guarantee absolute security of data transmitted to or from us.
Your data protection rights
Under data protection law, you have several rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
Right of access: you have the right to obtain confirmation of whether we hold personal data about you and to request a copy of that data.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction of processing: you may request that we restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or dealing with an objection.
Right to data portability: in some cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format, or ask us to transmit it directly to another controller where technically feasible.
Right to object: you can object at any time to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing. If you object to direct marketing, we will stop processing your data for this purpose.
Rights in relation to automated decision making: Westminster Movers does not carry out decision making based solely on automated processing that produces legal or similarly significant effects for customers.
Exercising your rights and complaints
You can exercise your data protection rights by contacting us using the contact methods published on our website or other customer documentation. We may need to verify your identity before responding to certain requests to ensure your data is protected. We aim to respond to all valid requests within one month, or within any extended period permitted by law if the request is particularly complex.
If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. 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
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any changes will take effect when the updated Policy is published. We recommend that you review this Privacy Policy periodically to stay informed about how we process and protect your personal data.
