Privacy Policy - Balham Man And Van

This Privacy Policy explains how Balham Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Balham Man And Van customers in the area, including prospective customers, current customers, and anyone who has made an enquiry about our services. 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. Who We Are

Balham Man And Van provides removal, delivery, transport, and related moving services. In the course of providing these services, we may need to collect and process personal data about customers, recipients, business contacts, and other individuals connected with a booking or enquiry. This policy explains what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for our business operations. Depending on the circumstances, we may collect the following categories of information:

Identity information such as your name and, where relevant, the name of a contact person or recipient.
Contact details including telephone number, email address, and service address.
Booking and service information such as dates, locations, instructions, property access details, item lists, and service preferences.
Payment and billing information where needed to process transactions, issue invoices, or maintain financial records.
Communication records including emails, messages, call notes, and complaint correspondence.
Technical data such as basic website or device usage data if you interact with our digital services, where applicable.
Special category data only if you voluntarily provide it and it is strictly necessary for the service, for example, information about accessibility needs. We do not seek to collect special category data unless there is a lawful reason to do so.

We do not intentionally collect more information than required. Where possible, we encourage you to only provide information that is needed for your booking or enquiry.

3. How We Use Your Data

Balham Man And Van uses personal data for the following purposes:

to respond to enquiries and provide quotes;
to manage bookings and deliver moving or transport services;
to communicate about scheduling, access, delays, or service changes;
to process payments, issue invoices, and manage accounts;
to keep records of services provided;
to handle complaints, disputes, and customer support requests;
to meet legal, tax, and accounting obligations;
to protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Balham Man And Van relies on the following lawful bases:

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes managing bookings, delivering services, sending service updates, and processing payment-related information.

Legal Obligation

We process certain data where required to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include improving our services, maintaining business records, preventing fraud, managing complaints, and ensuring operational security.

Consent

In some situations, we may rely on your consent, particularly where processing is optional and not required for the service. If we rely on consent, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and reporting requirements. The retention period depends on the type of information and the reason for holding it.

Enquiry data may be retained for a limited period if you do not proceed with a booking, so that we can respond to follow-up questions and maintain internal records.
Booking and service records are usually kept for the duration of the customer relationship and for a further period where needed for disputes, audits, or service history.
Financial and tax records are retained for the period required by law.
Complaint and correspondence records may be retained for as long as necessary to resolve issues and demonstrate compliance.

When data is no longer needed, we will securely delete, anonymise, or destroy it, depending on the circumstances.

6. Processors and Third Parties

We may use trusted third-party service providers, also known as processors, to help operate our business. These processors may handle personal data only on our instructions and only for the specific purposes we define. They are required to protect your information and keep it confidential.

Examples of processors or third parties may include:

payment service providers used to process card or online payments;
accounting or bookkeeping providers that support our financial records;
email, messaging, or administrative service providers;
IT, hosting, cloud storage, or software providers;
professional advisers such as accountants or insurers, where necessary;
law enforcement, regulators, or other public authorities where disclosure is required by law.

We do not sell your personal data. If data is shared with a third party, we make sure there is a lawful reason to do so and that appropriate safeguards are in place.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to only those who need it. While no system is completely secure, we work to reduce risks and respond appropriately if a data incident occurs.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis for processing.

Right of access - you can ask for a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - in certain cases, you can ask us to delete your data.
Right to restrict processing - you can request that we limit how we use your data in some situations.
Right to object - you can object to processing based on legitimate interests, and to direct marketing where applicable.
Right to data portability - in some cases, you may request that we provide your data in a structured, commonly used format.
Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

We may need to verify your identity before acting on a request. Some rights are not absolute and may be limited by legal obligations or legitimate business needs.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision or approved contractual protections, so that your information remains protected in line with UK data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how we process personal data.

11. Summary of Our Commitment

Balham Man And Van is committed to using personal data responsibly, transparently, and only where necessary. We collect only the information needed to provide our services, rely on clear lawful bases, limit retention, use trusted processors, and respect your rights. Our aim is to protect customer privacy while delivering a reliable and professional service to all customers in the area.

By using our services or making an enquiry, you acknowledge that you have read and understood this Privacy Policy.