Privacy Policy – Westminster Movers

Last updated: July 2026

This Privacy Policy explains how Westminster Movers collects, uses, stores, shares, and protects personal data when providing moving, storage, packing, and related services. It applies to all Westminster Movers customers in the area, including prospective customers, current customers, former customers, and individuals who contact us on behalf of a business, household, or organization.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We collect only the information necessary to deliver our services, manage our relationship with you, and comply with legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity details such as your name, title, and any account or reference number.
Contact details such as phone number, email address, and correspondence address.
Service and move details such as pickup and delivery locations, property access information, inventory lists, special handling instructions, dates, and service preferences.
Billing and payment data such as invoicing details, transaction history, and payment status.
Communication records such as emails, messages, call notes, complaint details, and service feedback.
Technical data such as basic device, browser, and usage information if you interact with our digital systems.
Special category data only where it is strictly necessary and provided by you, for example access needs, mobility requirements, or other information relevant to the safe delivery of our services.

We do not intentionally collect unnecessary sensitive data. Please do not provide personal information that is not needed for your moving service unless we specifically request it for a lawful reason.

2. How We Use Your Data

We use personal data to deliver a safe, efficient, and professional service. Typical uses include:

Preparing quotations and confirming bookings.
Planning and carrying out removals, packing, storage, and related services.
Communicating with you about schedules, access, changes, and service updates.
Managing payments, invoices, refunds, and account records.
Responding to queries, complaints, and service issues.
Maintaining records for insurance, risk management, and legal compliance.
Improving our operations, training staff, and assessing service quality.
Preventing fraud, misuse, or unauthorized activity.

We only use your data for purposes that are compatible with the original reason it was collected, unless we have a lawful basis to use it differently.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Westminster Movers relies on the following bases, depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, booking services, completing removals, issuing invoices, and handling customer service connected to the contract.

Legal Obligation

We process data where necessary to comply with legal and regulatory obligations, including accounting, tax, insurance, fraud prevention, and record-keeping requirements.

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. This may include improving services, protecting our business, maintaining security, managing complaints, and ensuring efficient operations. We carry out appropriate balancing tests where required.

Consent

In limited cases, we rely on your consent, for example where you voluntarily provide optional information or agree to a particular type of contact. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

Vital Interests

In rare circumstances, we may process data where needed to protect someone’s vital interests, such as in an emergency involving health or safety.

4. Sharing Your Data with Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and under appropriate contractual safeguards.

Examples of processors may include:

IT and cloud service providers that host or support our systems.
Payment service providers that process transactions securely.
Accounting and invoicing providers that help manage financial records.
Customer communications providers used to send service updates or respond to enquiries.
Storage, logistics, and subcontracted service partners when needed to complete your move.
Insurance and claims handlers where relevant to a service issue or claim.

We may also disclose personal data to independent controllers such as regulators, law enforcement, courts, or professional advisers where required or permitted by law.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required or permitted by law. Retention periods depend on the type of record and the reason it is held.

Customer and service records are typically retained for the duration of the relationship and for a reasonable period afterward to manage follow-up matters.
Financial and tax records are retained for the period required by applicable law and accounting standards.
Complaint, dispute, and claims records may be retained longer where needed to resolve issues, defend legal claims, or manage insurance matters.
Marketing preferences are retained until you opt out or until they are no longer needed.

When data is no longer required, we will securely delete, anonymize, or archive it in accordance with our retention practices.

6. Data Security

We use appropriate technical and organizational measures to protect personal data from unauthorized access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and contractual safeguards with processors.

Although we take reasonable steps to protect your information, no system can be guaranteed completely secure. We therefore encourage you to share only the information needed for your move and to notify us promptly if you believe your data has been compromised.

7. Your Rights Under GDPR

Depending on the circumstances, you have the following rights regarding your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to correct inaccurate or incomplete information.
Right to erasure – to request deletion of data in certain situations.
Right to restrict processing – to limit how we use your data in certain cases.
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 data protection authority if you believe your rights have been infringed.

Some rights may not apply in every case, as exemptions and legal requirements may limit their use. We will assess each request in line with applicable law.

8. How We Handle Requests

If you make a rights request, we may need to verify your identity before responding. We aim to respond within the legal time limits. If your request is complex or numerous, we may extend the response time where permitted by law, and we will explain why.

We encourage you to provide clear details about the information or action you are requesting so that we can deal with it efficiently and accurately.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

10. Children’s Data

Our services are intended for adults arranging moving services. We do not knowingly collect personal data from children except where it is incidental to a household move and provided by an adult customer or authorized representative.

11. Changes to This Policy

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

12. Summary of Our Commitment

Westminster Movers uses personal data responsibly and only for legitimate business purposes, legal compliance, and the delivery of moving-related services. We aim to be transparent about what we collect, why we collect it, who may process it, how long we keep it, and what rights you have. Our goal is to protect your privacy while providing a reliable service to all Westminster Movers customers in the area.

Privacy principle: we collect only what we need, keep it secure, and retain it only as long as necessary.