Privacy Policy - Man With Van Balham

This Privacy Policy explains how Man With Van Balham collects, uses, stores, shares, and protects personal data in connection with the moving and transport services we provide. It applies to all Man With Van Balham customers in the area, including prospective customers, current customers, and any individuals who contact us for a quote, booking, or support relating to our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, and what rights you have over your personal data.

1. Personal Data We Collect

We collect only the information that is necessary to provide and manage our services effectively. The exact data we collect may vary depending on the type of service you request.

Information you provide directly

Identity details such as your name, title, and, where relevant, the name of your business or organisation.
Contact details such as address, telephone number, and email address.
Service details including pickup and delivery addresses, moving dates, item lists, access information, and special handling instructions.
Payment and billing information where required to process invoices or confirm payments.
Communication records including messages, notes from phone calls, and correspondence relating to quotes, bookings, complaints, or claims.

Information we collect automatically

Technical information such as basic device, browser, and service usage data if you contact us by digital means.
Operational information related to the execution of a move, such as time of service, route planning notes, and completion records.

Special category data

We do not normally seek to collect special category personal data. However, if you voluntarily disclose information that may reveal health conditions, accessibility needs, or other sensitive details so we can support your move safely, we will only use that information where necessary and appropriate safeguards are in place.

2. How We Use Your Data

We use personal data only for specific, legitimate purposes connected to our services. These purposes include:

Providing quotations, estimates, and service availability information.
Managing bookings, scheduling moves, and carrying out removals and transport services.
Communicating with you about your enquiry, booking, or service changes.
Processing payments, issuing invoices, and maintaining financial records.
Responding to complaints, claims, or requests for support.
Maintaining internal records, service quality, and business administration.
Meeting legal, tax, accounting, and insurance obligations.
Protecting against fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons it was originally collected, unless we have a lawful basis to do so and, where required, your consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract – We process your data to provide a quote, make a booking, carry out a move, and fulfil our agreement with you.
Legal obligation – We may process and retain certain data to comply with legal, tax, accounting, or regulatory requirements.
Legitimate interests – We may process data to manage and improve our services, respond to enquiries, maintain records, prevent fraud, and run our business efficiently, provided our interests do not override your rights and freedoms.
Consent – In limited cases, we may ask for your consent, for example where processing is not covered by another lawful basis. You can withdraw consent at any time if consent is the basis relied upon.
Vital interests – In exceptional circumstances, we may process information to protect someone’s life or physical safety.

4. Data Sharing and Processors

We may share personal data with trusted third parties, but only where it is necessary to provide our services, comply with the law, or operate our business responsibly. When third parties process personal data on our behalf, they act as processors and must only use the information under our instructions and appropriate data protection safeguards.

Types of processors and recipients may include

Payment service providers who process card or bank payments.
Accounting and bookkeeping providers who assist with invoices, tax records, and financial reporting.
IT and cloud service providers who securely store or support business systems.
Communication tools providers used for emails, scheduling, and service notifications.
Insurance providers where claims or incidents need to be reported and handled.
Professional advisers such as lawyers, auditors, or consultants when necessary.
Authorities or regulators where disclosure is required by law or to protect legal rights.

We require our processors to apply appropriate technical and organisational measures to protect personal data. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and no longer than required by law. Retention periods may vary depending on the type of data and the legal or business need to keep it.

Quotation and enquiry records may be retained for a reasonable period to handle follow-up queries and maintain business records.
Booking and service records are retained to complete the service, manage disputes, and evidence performance of a contract.
Financial records are retained for the period required by tax and accounting law.
Claims, complaints, and incident records may be kept longer where necessary to resolve issues or defend legal claims.

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

6. Data Security

We take data security seriously and use appropriate measures to protect personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party systems.

Although we take appropriate precautions, no method of transmission or storage is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with applicable legal requirements.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may be subject to legal limitations, but we will always consider your request carefully and respond appropriately.

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 certain circumstances, you can ask us to delete your personal data.
Right to restriction – You can request that we limit the way we use your data in some situations.
Right to data portability – Where applicable, you can ask for your data in a commonly used machine-readable format.
Right to object – You can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent – If we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to handle requests within the time limits set by law.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful mechanisms.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we handle personal data. Any updated version will apply from the date it is published or otherwise communicated.

10. Summary of Our Commitment

Man With Van Balham respects your privacy and handles personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it only for as long as necessary, and protect it with appropriate safeguards. We also recognise and support your data protection rights, including the right to access, correct, restrict, or object to certain processing.

By using our services, you acknowledge that this Privacy Policy applies to all Man With Van Balham customers in the area. We encourage you to read it carefully so you understand how your information is managed when you contact us, request a quote, or book a service.