Privacy Policy - Balham Movers

This Privacy Policy explains how Balham Movers collects, uses, stores, shares, and protects personal data in connection with our moving and relocation services. It applies to all Balham Movers customers in area, including individuals, households, and businesses that request, book, receive, or enquire about our services. We are committed to handling personal data fairly, securely, and in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Balham Movers is a removals and moving service provider that arranges and performs local and other moving-related services. In providing these services, we act as a data controller for the personal data we collect and use for our own business purposes. This means we decide how and why personal data is processed when managing enquiries, bookings, payments, logistics, customer communications, and legal obligations.

2. Personal data we collect

We collect only the information that is necessary to provide and manage our services. The types of personal data we may collect include:

Identity details such as your name and title.
Contact details such as email address, telephone number, and moving addresses.
Booking information such as service dates, property access details, inventory notes, and special handling requirements.
Payment and billing data such as invoice details, transaction references, and limited financial information needed to process payments.
Communication records such as emails, messages, call notes, complaints, and customer service history.
Service-related information such as move size, property type, parking or access arrangements, and instructions relevant to the job.
Technical data if you interact with us online, including basic device or usage information generated by our systems for security and performance purposes.

We do not seek to collect special category data unless it is strictly necessary and lawfully permitted. If you voluntarily provide information that is sensitive, we will treat it with extra care and only use it where there is a valid legal reason.

3. How we collect your data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book or use our moving services;
communicate with us by phone, email, or written message;
provide instructions, feedback, or complaints;
make a payment or request an invoice.

We may also receive personal data from third parties where necessary for service delivery, such as property managers, agents, contractors, payment providers, or other persons authorised by you. Where we receive data from another source, we will use it only for legitimate and relevant business purposes.

4. Why we use personal data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings, schedules, and moving logistics;
to deliver the requested services safely and efficiently;
to process payments, invoices, and receipts;
to communicate about service changes, updates, or issues;
to maintain records of work completed and customer preferences;
to handle complaints, disputes, and claims;
to comply with legal, accounting, and tax obligations;
to improve our operations, planning, and customer experience;
to protect against fraud, misuse, or security incidents.

We only process personal data when we have a valid reason to do so and we keep that use proportionate to the purpose.

5. Lawful basis for processing

Under data protection law, we must have a lawful basis for each type of processing. Balham Movers may rely on the following lawful bases:

a. Performance of a contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging the move, coordinating access, and completing the service you requested.

b. Legal obligation

We may process and retain personal data when needed to meet legal obligations, including accounting, tax, insurance, record-keeping, and compliance with regulatory requirements.

c. Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing operations, preventing fraud, handling disputes, improving service quality, and maintaining security. When we rely on legitimate interests, we assess whether the processing is necessary and balanced.

d. Consent

In limited cases, we may ask for your consent to process data for a specific purpose, such as certain marketing communications or optional service features. Where consent is used, you may withdraw it at any time.

6. Sharing your data with processors

We may share personal data with trusted third-party service providers who act as processors on our behalf. These processors only handle data according to our instructions and are required to protect it appropriately. Examples may include:

Payment processors that handle card or electronic payments;
IT and cloud service providers that store or support our records and systems;
Administrative and accounting services that support invoicing, bookkeeping, and compliance;
Communication service providers that help us send messages or manage customer correspondence;
Subcontractors or operational partners where they are needed to perform part of the moving service.

We may also disclose personal data where required by law, to respond to lawful requests from public authorities, or to protect the rights, property, or safety of Balham Movers, our customers, staff, or others.

7. International transfers

If any processor stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual protections, or other lawful transfer mechanisms designed to keep your data protected.

8. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and for any additional period required by law. Retention periods may vary depending on the type of information and the reason for processing.

Quotation and enquiry data may be retained for a limited period to manage follow-up and business records.
Booking and service records are usually retained for longer to support contract administration, claims, and customer history.
Payment, invoice, and tax records are retained in line with legal and accounting obligations.
Complaints and dispute records may be retained until the matter is resolved and for an appropriate period afterwards.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

9. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system can be completely secure, we work to maintain a high level of protection and to respond promptly to any suspected data incident.

10. Your rights

Under data protection law, you have important rights regarding your personal data. Subject to certain conditions and exceptions, these include the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete data;
erase your data in certain circumstances;
restrict how we process your data;
object to processing based on legitimate interests or direct marketing;
data portability where processing is based on consent or contract and carried out by automated means;
withdraw consent where we rely on consent for a particular processing activity.

You also have the right to complain to the relevant supervisory authority if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so that we can try to resolve the issue promptly and properly.

11. Children’s data

Our services are generally intended for adults arranging moving services. We do not knowingly collect personal data from children unless it is necessary in a family or household context and is provided by an authorised adult. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The most current version will apply to your use of our services. We recommend reviewing it periodically so that you remain informed about how your personal data is handled.

13. Summary of our commitment

Balham Movers is committed to processing personal data responsibly, transparently, and securely. We only collect the data we need, we use it for clear and lawful purposes, we share it only with trusted processors or where required by law, and we retain it for no longer than necessary. We respect your rights and aim to handle all data in a way that is fair, lawful, and proportionate.

This policy applies to all Balham Movers customers in area.