Man with Van Balham Privacy Policy

This Privacy Policy explains how Man with Van Balham collects, uses, stores and protects personal data relating to customers and prospective customers in the Balham area. It also explains your rights under the UK General Data Protection Regulation and relevant data protection laws. This Privacy Policy applies to all Man with Van Balham customers and service users in the Balham area, whether you contact us online, by phone, or in person, and whether you are an individual or acting on behalf of a business.

Who We Are

Man with Van Balham is a local removals and transportation service provider operating in and around the Balham area. For the purposes of data protection law, Man with Van Balham is the controller of the personal data described in this Privacy Policy, meaning we decide how and why your personal data is processed.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you use our services or contact us with an enquiry:

Identification and contact details, such as your name, postal address, pick-up and drop-off addresses, and any alternative contact person details you provide.

Communication details, such as your preferred contact method and the content of any messages, correspondence or feedback you send to us.

Service and booking information, such as the date and time of your move or transport, access details for properties, inventory notes or descriptions of items to be moved, and any special instructions.

Billing and transaction information, such as records of payments, invoices, dates and amounts paid, and relevant accounting records. We do not store full payment card details, but our payment processors may process such information on our behalf.

Technical and usage information, such as basic technical data about how you access our website or online forms, including standard log information and information your browser provides. We do not seek to identify individual users from this data unless necessary for security, fraud prevention or legal reasons.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, use our services, or provide feedback. This includes data you provide by phone, in person, via our website, or through any online form we may use.

We may also receive limited personal data from third parties when necessary to provide our services, such as estate agents, property managers or business partners who arrange a booking on your behalf. In such cases, we take reasonable steps to ensure that those third parties have a lawful basis to share your data with us.

Lawful Bases for Processing

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

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, such as when we provide removal or transportation services, issue quotes, or manage bookings.

Legal obligation: We process certain data to comply with legal and regulatory requirements, such as maintaining accounting, tax and business records, and cooperating with lawful requests from public authorities.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling enquiries and complaints, ensuring security and preventing fraud, and maintaining business records.

Consent: In limited situations, we may rely on your consent, for example if we wish to send you certain types of marketing communications beyond what is necessary for our services. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including arranging and carrying out removals and transportation, planning routes, coordinating with you and any authorised contacts, and ensuring safe and efficient delivery of your items.

To respond to enquiries and requests, including providing quotes, answering questions, and communicating with you about bookings, changes, or cancellations.

To manage our business operations, including internal administration, record keeping, accounting, and performance analysis to improve our services.

To handle complaints, disputes or claims, including investigating incidents, managing insurance matters and exercising or defending legal claims.

To comply with legal and regulatory obligations, including tax and accounting requirements and responding to lawful requests from public authorities.

To send you service-related communications and, where permitted, relevant information about our services that we believe may be of interest to you. You can ask us to stop certain types of communications at any time.

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as processors on our behalf and only process your data in accordance with our instructions. These include:

Payment and financial service providers that process payments and manage transactions relating to our services.

IT and hosting providers that support our website, booking systems, email and data storage.

Business support providers such as accountants, advisers and administrative services that assist with our internal operations.

Where we use processors, we ensure that appropriate contracts and safeguards are in place to protect your personal data and to ensure it is processed securely and lawfully.

We may also share personal data with other third parties where required by law, where necessary for the establishment, exercise or defence of legal claims, or where you have specifically requested or authorised such sharing.

International Transfers

Our primary operations focus on the Balham area and within the United Kingdom. If it becomes necessary to transfer your personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with data protection law, such as using standard contractual clauses or transferring to countries recognised as providing an adequate level of protection.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including meeting any legal, accounting or reporting requirements.

In general, we keep booking and service records, including basic contact details and transaction information, for a period consistent with applicable limitation periods and tax and accounting rules. Communication records such as emails or messages may be kept for a reasonable period to manage queries, potential disputes or follow-up services.

When data is no longer needed for the purposes for which it was collected, we will securely delete it or anonymise it so that it can no longer be used to identify you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to ensure a level of security appropriate to the risk and may include access controls, secure storage and regular review of our security practices.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Balham customers in the Balham area, subject to certain limitations and conditions.

Right of access: You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of the personal data we hold about you, together with certain information about how we use it.

Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In some circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction: You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are dealing with a request to rectify or object.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds or where processing is necessary for legal claims. You also have an absolute right to object to direct marketing.

Right to data portability: Where the lawful basis for processing is consent or contract and the processing is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.

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

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. When we make significant changes, we will take reasonable steps to inform you, for example by updating the version on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.