Privacy Policy

Man and Van Balham Privacy Policy

This Privacy Policy explains how Man and Van Balham collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Balham area. It is intended to provide clear and transparent information in line with the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all individuals who contact, use, or are customers of Man and Van Balham in the Balham area, including those who make enquiries, request quotations, or book our services.

Who We Are

Man and Van Balham is a local transport and removal service provider operating in and around the Balham area. When we refer to we, us or our in this Privacy Policy, we are referring to Man and Van Balham as the controller of your personal data, meaning we decide how and why your data is processed.

Personal Data We Collect

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

Identity and contact details, such as your name, postal address, pick up and drop off addresses, and any additional contact information you choose to provide.

Service related information, such as details of your move or transport request, property access details you supply, inventory information you provide, preferred dates and times, and any special instructions necessary to carry out the service.

Communication records, such as details you provide when you contact us, request a quote, or give feedback or complaints, and notes we make to help manage and deliver your booking.

Payment related information, such as confirmation that payment has been made and the amount paid. We do not store or process full card details ourselves; these are handled by third party payment processors where applicable.

Technical and usage data, where relevant, such as basic information about how you access and use our website or online tools, including device type and browser type. This may be collected through cookies or similar technologies where used, and only to the extent necessary for the proper functioning and security of our online services.

How We Collect Your Data

We usually collect personal data directly from you when you contact us by phone, through online forms, or by other means to request a quote or make a booking. We may also collect information when you communicate with us during the planning or delivery of your service, and when you provide feedback after the service is completed.

In some cases, data may be provided by another person acting on your behalf, for example if a friend, family member, landlord, or business representative arranges a service for you. Where appropriate, they should have your permission to share this information with us.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the situation, we may rely on the following lawful bases:

Contract: We process your data where it is necessary to enter into or perform a contract with you, for example to provide a quotation, confirm a booking, deliver our moving or transport services, and manage invoicing and payments.

Legitimate interests: We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This can include managing and improving our services, monitoring service quality, handling general business administration, and protecting our business from fraud or misuse.

Legal obligation: We may process certain data where it is necessary to comply with legal obligations, such as tax and accounting requirements, or obligations to law enforcement authorities when required by law.

Consent: On limited occasions we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you are free to withdraw it at any time, and we will explain how to do this at the time we collect your consent.

How We Use Your Personal Data

We may use your data for the following purposes:

To provide quotes, confirm bookings, plan and deliver man and van services, including contacting you about access, timings and any specific requirements relating to your move or transport needs.

To communicate with you about your booking, including confirmations, updates, changes, and follow up after completion of the service.

To manage payments, invoicing, and related financial records for accounting and tax compliance.

To respond to enquiries, feedback, or complaints, and to resolve any disputes relating to the services we provide.

To maintain and improve our services, including internal record keeping, staff training, and quality monitoring.

To protect our business, property and staff, including detecting and preventing fraud, misuse, or other harmful activities.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.

In general, we will retain booking and invoicing records, which may include your contact details and service history, for a period required by tax and accounting laws. Communication records and service related notes may be kept for a reasonable period to handle any queries, complaints, or follow up work relating to your booking.

Where data is no longer required for the purposes for which it was collected, we will delete it or securely anonymise it so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with trusted third party service providers who act as processors on our behalf. These processors help us deliver our services and manage our business, and may include:

Payment processing providers who securely process card or electronic payments.

IT, hosting, and system support providers who assist with our website, booking tools, email, and data storage.

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

These processors act under our instructions, are required to keep your data secure, and may not use your data for their own purposes.

We may also need to share your data with third parties acting as independent controllers in particular situations, for example with law enforcement or regulatory authorities if required by law, or with our insurers or legal advisers in the context of claims or legal proceedings.

International Transfers

Where any of our data processors or systems involve transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as relying on adequacy decisions or using standard contractual clauses approved for international transfers. These measures are intended to ensure your data continues to receive a level of protection essentially equivalent to that in the United Kingdom.

How We Protect Your Data

We take appropriate technical and organisational measures to protect the personal data we hold from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or unauthorised access. These measures may include access controls, secure storage, regular review of our procedures, and limiting access to your data to staff and processors who need it to fulfil their duties.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Man and Van Balham customers in the Balham area, subject to certain legal limitations and exemptions. Your rights include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, along with certain information about how we use it.

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 some circumstances, you can request that we delete your personal data. This right is not absolute and may be limited where we have a legal obligation or other lawful reason to retain the data.

Right to restriction of processing: You can request that we restrict the processing of your data in certain situations, for example if you contest the accuracy of the data or object to its processing and we are considering your request.

Right to data portability: In certain cases, you may request that we provide your personal data in a structured, commonly used, and machine readable format, or that we transmit it to another controller where technically feasible.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.

Right to withdraw consent: Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before your consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual contact methods you use to reach Man and Van Balham. We may need to verify your identity before responding to your request, and we aim to respond without undue delay and within the time limits set by data protection law.

You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we process your personal data. We would, however, appreciate the chance to address your concerns directly in the first instance.

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 processing practices. Any changes will take effect from the date the updated version is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.