Privacy Policy

Man and a Van Balham Privacy Policy

This Privacy Policy explains how Man and a Van Balham collects, uses, stores, and protects your personal data in connection with our services. It applies to all Man and a Van Balham customers and prospective customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with our services.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is intended to provide clear and transparent information about our data processing activities and your rights.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Identification and contact details, such as your full name, address, service address, billing address, and contact information. Service and booking details, such as the date and time of your move or collection, collection and delivery addresses, property access details, inventory descriptions, special handling instructions, and any notes required to complete the service safely and efficiently. Communication data, such as information you provide when you contact us by phone, online form, or other means, including enquiries, feedback, and any complaints. Payment and transaction data, such as records of services purchased and payment status, processed securely via our chosen payment providers. Technical and usage data, such as basic technical information automatically provided by your browser or device when you interact with our website, including the date and time of visits and pages viewed.

We only collect data that is necessary for the purposes described in this Privacy Policy and we aim to keep it accurate and up to date.

How We Collect Your Data

We may collect personal data in the following ways:

Directly from you, when you request a quote, make a booking, call us, or provide information in connection with a service. Through our website, when you use contact forms, request information, or browse our pages. From third parties, for example where another person books a service on your behalf or provides your contact details as a delivery or collection contact. From service-related communications, including follow-up messages, feedback, or complaint handling.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Performance of a contract: We process your personal data to provide our man and van services, including arranging bookings, planning routes, managing collections and deliveries, communicating with you about your booking, and handling payments. Without this information, we may not be able to perform the contract.

Legitimate interests: We may process your personal data for our legitimate business interests, provided these are not overridden by your rights and freedoms. These interests include managing and improving our services, responding to enquiries, ensuring security, preventing fraud, training staff, and keeping records of moves and transactions for operational purposes.

Legal obligations: We may process and retain certain data to comply with our legal and regulatory responsibilities, including tax, accounting, and record-keeping requirements, as well as responding to lawful requests from authorities.

Consent: In some cases, we may rely on your consent, for example where we send certain types of marketing communication or where consent is the most appropriate basis. When we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We may use the personal data we collect for the following purposes:

To provide our services, including arranging, scheduling, and completing man and van services, updating you about arrival times and changes, managing your booking, and handling customer support.

To manage our relationship with you, including responding to your enquiries, complaints, and feedback, and notifying you about changes to our services or policies.

To operate, maintain, and improve our website and services, including internal analysis, quality control, and training.

To maintain proper business records and comply with legal and regulatory requirements, including financial records and tax documentation.

To send you relevant information about our services, offers, or updates, where permitted by law and, where required, with your consent. You can opt out of marketing communications at any time.

Data Sharing and Processors

We do not sell your personal data. We may share your data with third parties only where necessary and in accordance with data protection law. These third parties may include:

Service providers and processors who assist us in delivering our services, such as payment processors, booking or scheduling tools, customer relationship management systems, cloud storage providers, and technical support providers.

Professional advisers, such as accountants or legal advisers, where necessary for our business operations and compliance.

Authorities and regulators, where we are legally required to share information, for example in connection with tax obligations, legal proceedings, or law enforcement requests.

Where we use third party processors, we ensure that appropriate contractual safeguards are in place to protect your personal data and to ensure it is processed only according to our instructions and in line with GDPR requirements.

Data Retention

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

In general, we apply the following principles:

Booking and service data is retained for a period necessary to manage your booking, handle any queries or disputes, and meet our legal obligations, typically several years after completion of the service in line with applicable limitation periods and accounting rules.

Communication data from enquiries that do not lead to a booking may be kept for a shorter period, sufficient to respond and manage follow-up communication.

Marketing-related data is retained while you remain subscribed or otherwise engaged, and will be deleted or anonymised when you opt out or withdraw consent, subject to retention needed to record your preferences.

When data is no longer required, we will securely delete or anonymise it.

International Transfers

Where our use of third party service providers results in the transfer of personal data outside the United Kingdom, we take steps to ensure that your data is afforded an equivalent level of protection. This may include relying on adequacy regulations or using standard contractual clauses or other appropriate safeguards approved under data protection law.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, disclosure, or destruction. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure systems and storage, and regularly reviewing our security practices.

While we take reasonable steps to protect your data, no method of transmission or storage is completely secure. You are encouraged to take care when sharing information with us and to notify us promptly if you suspect any misuse of your personal data.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, but generally include:

The right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, together with information about how it is used.

The right to rectification: You can request correction of inaccurate or incomplete personal data that we hold about you.

The right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent.

The right to restriction of processing: You may ask us to restrict the processing of your data in certain situations, such as when you contest its accuracy or object to our use of it.

The right to data portability: In some cases, you may request to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and to have that data transmitted to another controller, where technically feasible.

The right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests and processing for direct marketing.

Where we rely on consent as the lawful basis for processing, you have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Cookies and Similar Technologies

Our website may use cookies or similar technologies to support its basic functionality, understand how visitors use the site, and help us improve our services. Where required by law, we will ask for your consent before setting cookies that are not strictly necessary for the operation of the site. You can usually choose to set your browser to refuse cookies or to alert you when cookies are being sent, though this may affect the usability of some features.

Scope of This Policy

This Privacy Policy applies to all Man and a Van Balham customers and prospective customers in our service area, and to all use of our services and website. By engaging with our services, you acknowledge that you have read and understood this Privacy Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will take effect from the time it is made available. You are encouraged to review this page periodically to stay informed about how we protect your personal data.