Man With a Van Balham Privacy Policy

This Privacy Policy explains how Man With a Van Balham collects, uses, stores, and protects personal data about its customers and prospective customers in the Balham area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Balham customers and prospective customers within the Balham area and surrounding localities that we serve. It covers personal data collected when you contact us, request a quote, make a booking, use our services, or otherwise interact with us in connection with our man and van services.

Data Controller

For the purposes of data protection law, Man With a Van Balham is the data controller of the personal data that we collect and process about you in relation to our services. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

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

Identification and contact details such as your name, postal address, service address, and general location information for collection and delivery. We also collect communication details such as your preferred contact method and information you choose to provide when you contact us with queries or feedback.

Service and booking information such as the date and time of your booking, collection and delivery locations, information about the items being moved, access details for the properties, special instructions relevant to the service, and records of changes or updates to your booking.

Transactional information such as details relating to payments for our services, including amounts charged, dates of payments, and basic billing information. We do not store full payment card details; where card payments are used, they are processed through a secure payment processor.

Usage and communication records such as records of your communications with us, notes of conversations, and any complaints or queries you raise. Where you contact us online, we may also receive basic technical information such as the date, time, and method of contact.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. This may be via phone, online forms, or other communication channels you choose to use. We also collect information from you in the course of providing the moving or transportation service, for example by confirming access details or updating delivery times.

In some cases, your details may be provided by another person arranging services on your behalf, such as a family member, landlord, or business contact. In such situations, we rely on that person to have your permission to share your information with us, and we process that information in accordance with this Privacy Policy.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Performance of a contract: We process your personal data when it is necessary to enter into or perform a contract with you for our man and van services. This includes processing your details to provide quotes, confirm bookings, deliver the service, handle payments, and manage customer service related to your booking.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Our legitimate interests include managing our operations, improving our services, maintaining accurate records, handling customer queries, preventing fraud, and protecting our business and customers.

Legal obligations: In some cases we are required by law to process your personal data, for example to comply with tax and accounting rules or to respond to lawful requests from regulatory or law enforcement authorities.

Consent: Where required by law, we will obtain your consent before using your data for specific purposes, such as certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data to provide and manage our services, including arranging and completing your move or transport job, communicating with you about your booking, and responding to enquiries. We also use your data to manage payments and billing, maintain business and financial records, and administer our relationship with you.

Additionally, we may use your personal data to improve our services, train staff, and monitor service quality. Where you have provided consent or where we are otherwise permitted by law, we may use your information to send you information about our services that may be of interest to you, and you can opt out of such communications at any time.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy.

Service providers acting as data processors may process personal data on our behalf in order to provide services such as payment processing, accounting and bookkeeping, secure data storage, and customer management tools. These providers are only permitted to process your data in accordance with our instructions, are subject to confidentiality obligations, and must implement appropriate technical and organisational measures to protect your data.

In limited circumstances we may share personal data with professional advisers such as legal or tax advisers, where necessary for our legitimate interests and for compliance with legal obligations. We may also disclose personal data where required to do so by law, regulation, or a valid request from a public authority, or in order to protect our rights, property, or the safety of our customers, staff, or the public.

International Data Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before any personal data is transferred. These may include use of standard contractual clauses or relying on an adequacy decision, to ensure that your personal data continues to benefit from a level of protection essentially equivalent to that provided in the United Kingdom.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including to provide our services, maintain business records, handle any complaints or disputes, and meet our legal and regulatory obligations.

In general, we will retain booking and transaction records for a period that aligns with applicable limitation periods and financial record keeping requirements. Once personal data is no longer needed, we will either securely delete it, anonymise it so that it can no longer be linked to you, or in some cases securely archive it with restricted access where ongoing retention is required by law.

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 include restricting access to personal data to those staff and processors who need it for legitimate business purposes, using secure systems and safeguards for data storage, and maintaining procedures to deal with any suspected personal data breach.

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 include:

The right of access: You can request confirmation that we process your personal data and obtain a copy of that data, along with certain information about how it is used.

The right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.

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

The right to restriction of processing: You can request that we restrict our use of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any profiling relating to those interests. You also have an absolute right to object to direct marketing at any time.

The right to data portability: In some circumstances you can request that we provide you or another controller with a copy of certain personal data in a structured, commonly used, machine readable format.

Where we rely on consent as our lawful basis, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have any questions about how we handle your personal data, you can contact us using the details provided on our website or in your booking documents. We may need to verify your identity before responding to certain requests, to protect your privacy and security.

If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the UK data protection authority.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or the way we process personal data. Any updated version will be made available through our usual communication channels, and the revised policy will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.