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 people who request quotes, book services, receive moving support, or otherwise interact with our services. We are committed to handling personal information lawfully, fairly, and transparently 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 and transport services for residential and commercial customers. In delivering these services, we may need to collect and use personal data about customers, their household members, business representatives, and other individuals involved in a move. This policy explains what information we collect and why we use it.

2. Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The type of information we may collect includes:

Identity information: name, title, and where relevant business or account details.
Contact information: address, email address, and telephone number.
Service details: move date, property access information, inventory details, special handling instructions, and service preferences.
Payment information: payment status, billing records, and transaction references. We do not store more payment data than is necessary.
Communication records: messages, booking notes, complaints, and customer service correspondence.
Technical data: limited information such as device or browser details when you interact with our digital systems, if applicable.
Security and incident data: information needed to manage claims, disputes, damage reports, or insurance matters.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or we are required to do so for a legal reason. Where special category data is involved, we apply additional safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide removal, transport, and related services;
to confirm bookings, issue quotations, and manage scheduling;
to communicate about service requirements, access arrangements, and updates;
to process payments, refunds, or accounting records;
to respond to enquiries, complaints, and claims;
to maintain internal records and improve our operations;
to meet legal, tax, insurance, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity;
to protect the rights, property, and safety of our customers, staff, and third parties.

We will always aim to use data in a way that is proportionate and limited to what is needed for the stated purpose.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the context, our lawful bases may include:

Contract

We process data when it is necessary to take steps at your request before entering into a contract, or to perform the contract once a service booking has been made. This includes handling quotations, arranging jobs, and delivering removal services.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include running our business efficiently, keeping records, handling customer communications, improving services, and protecting against fraud or claims.

Legal Obligation

We may process data where this is required to comply with legal obligations, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited circumstances, we may rely on your consent, for example if we need to use certain optional information beyond what is needed for the service. Where consent is used, you may withdraw it at any time.

5. Sharing and Processors

We may share personal data with trusted processors and third parties who help us operate our services. These may include:

IT and software providers used for booking, scheduling, data storage, or communication systems;
payment service providers that process transactions;
accountants and professional advisers supporting financial, legal, or compliance matters;
insurance providers and claims handlers where a claim or incident occurs;
subcontractors or operational partners who assist in service delivery;
law enforcement, regulators, or courts where disclosure is required by law.

All processors are required to handle personal data securely and only in line with our instructions and applicable data protection law. We do not sell personal data.

6. International Transfers

If any processor stores or accesses data outside the UK, we take appropriate steps to protect that information. This may include using legally approved safeguards such as adequacy regulations, standard contractual clauses, or equivalent measures to ensure a similar level of protection.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, insurance, or reporting requirements. Retention periods may vary depending on the type of information and the reason it was collected.

In general:

customer and booking records are retained for the period needed to manage the service and any follow-up issues;
financial records are retained for the period required by tax and accounting law;
complaints, claims, and incident records may be kept for longer where needed to resolve disputes or defend legal claims;
once data is no longer required, it is securely deleted, anonymised, or otherwise disposed of.

We review retention on a regular basis to ensure information is not kept longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, loss, misuse, or disclosure. These measures may include access controls, secure storage, staff training, and restricted sharing on a need-to-know basis. While we work hard to protect information, no system can be guaranteed to be completely secure.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 data;
Right to erasure: you can ask us to delete your data in certain circumstances;
Right to restrict processing: you can ask us to limit how we use your data in certain cases;
Right to data portability: you may request your data in a structured, commonly used format where applicable;
Right to object: you may object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where we rely on consent, you may withdraw it at any time;
Right to complain: you can raise concerns with the UK Information Commissioner’s Office if you believe your rights have been infringed.

Some rights may not apply in every situation. If an exemption or legal requirement limits a request, we will explain why.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect children’s personal data unless it is necessary for a move and provided by an adult customer in connection with the service. If we learn that data has been collected inappropriately, we will take steps to delete it where appropriate.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review it periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Balham Man And Van treats personal data with care, confidentiality, and respect. We collect only what we need, use it for clear and lawful purposes, keep it no longer than necessary, and apply safeguards when we share it with trusted processors. Our approach is designed to support a safe, efficient service while protecting the privacy rights of every customer in the area.

Important note: This policy is intended to explain our general approach to data protection and should be read alongside any service terms that apply to your booking. Where required by law, we will handle your data in a way that upholds your rights and maintains lawful, fair, and transparent processing.