Privacy Policy – Man And A Van Balham

Man And A Van Balham is committed to protecting the privacy and personal data of all customers in the Balham area and the surrounding locations we serve. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And A Van Balham customers in area, including individuals, households, landlords, tenants, and business clients who use our moving, delivery, and related services.

By using our services, you acknowledge that we may process personal data as described in this policy. We aim to be clear, fair, and transparent about how we handle your information and the rights you have in relation to it.

1. Information We Collect

We only collect personal data that is necessary for providing and improving our services, managing customer relationships, and meeting legal obligations. The types of data we may collect include:

Identity information such as your name and title.
Contact details such as telephone number, email address, and service address.
Service information such as property access details, move date, inventory notes, delivery instructions, and parking or building restrictions.
Payment and billing information where needed to process transactions, issue invoices, or manage refunds.
Communication records including emails, messages, booking notes, and customer support interactions.
Technical data such as basic website or device information if you interact with our digital systems.
Special category data only where it is unavoidable and lawfully required, for example if you volunteer accessibility needs that affect how we provide the service.

We do not intentionally collect more data than is reasonably needed to deliver our services. If you provide information relating to third parties, you should ensure you have permission to share it with us.

2. How We Use Your Personal Data

We use personal data for legitimate business purposes connected to our moving and transport services. These may include:

processing quotes, bookings, and confirmations;
planning and carrying out collections, deliveries, removals, and related tasks;
contacting you about the service, changes, delays, or access arrangements;
issuing invoices, managing payments, and maintaining financial records;
responding to enquiries, complaints, or service requests;
improving our operations, customer experience, and internal processes;
protecting against fraud, misuse, or unlawful activity;
complying with legal, tax, insurance, and regulatory obligations.

We will only use your information in ways that are compatible with the purpose for which it was collected, unless we have a valid legal basis to do otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. The lawful bases we rely on may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing a quote, managing your booking, carrying out the service, and handling payment-related tasks.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided your rights and freedoms do not override those interests. Examples include service improvement, customer support, record keeping, fraud prevention, and internal administration.

Legal Obligation

Some information must be processed or retained to meet legal requirements, such as tax, accounting, insurance, or regulatory duties.

Consent

In limited circumstances, we may rely on your consent, especially where the law requires it. If we do, you can withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These organisations act as processors when they handle data on our behalf and are contractually required to protect it and use it only according to our instructions.

Examples of processors and recipients may include:

Payment service providers who process card or online payments securely.
Accounting and bookkeeping providers who help with invoicing, tax records, and financial administration.
IT and cloud service providers who support storage, email, scheduling, or customer management systems.
Professional advisers such as insurers, lawyers, or auditors where necessary.
Subcontracted service partners involved in fulfilling a booking, if required to complete the service.
Public authorities where disclosure is required by law or necessary to protect legal rights.

We do not sell your personal data. We do not allow processors to use your information for their own independent purposes.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, and reporting requirements. The exact retention period depends on the type of information and the nature of the relationship with you.

In general:

booking and service records are retained for a reasonable period to manage enquiries, complaints, and service history;
financial and invoice records are retained for the period required by tax and accounting law;
communications may be retained for customer service, dispute resolution, or evidence of instructions;
data that is no longer needed is securely deleted or anonymised.

We regularly review records to ensure we do not keep personal information for longer than necessary. Where data is no longer required, we dispose of it securely.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing of information on a need-to-know basis.

While we work hard to safeguard data, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to risk your rights and freedoms, we will take the steps required by law, including notifying relevant authorities and affected individuals where appropriate.

7. International Transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as approved contractual protections or adequacy arrangements, to keep your information protected to the required standard.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in some circumstances, you can ask us to delete your personal data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests, and to direct marketing where applicable.
Right to data portability – you may request transfer of certain data to you or another provider, where technically possible and legally applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the timeframe required by law. We may need to verify your identity before fulfilling a request.

9. Children’s Data

Our services are intended for adults arranging moving and delivery services. We do not knowingly collect personal data from children except where it is unavoidable in the context of service arrangements provided by an adult customer. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we deliver our services. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

11. Complaints and Your Choices

If you have concerns about how your personal data is handled, you should raise them with us so we can try to resolve the matter. You also have the right to lodge a complaint with the UK data protection regulator if you believe your rights have been infringed.

In summary, Man And A Van Balham processes personal data fairly, lawfully, and only for clear purposes connected with our services. We collect only what we need, keep it for no longer than necessary, use trusted processors where appropriate, and respect your rights under data protection law. This policy applies to all Man And A Van Balham customers in area and is intended to ensure transparency and accountability in everything we do.