Privacy Policy - Roehampton Storage

This Privacy Policy explains how Roehampton Storage collects, uses, stores, shares, and protects personal data in connection with its storage services. It applies to all Roehampton Storage customers in area, including prospective customers, account holders, authorised users, and any individuals who interact with us in relation 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 describes the categories of data we collect, the legal grounds on which we rely, how long we keep information, who may process it on our behalf, and the rights available to individuals.

1. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing storage services, managing customer accounts, maintaining security, and meeting legal obligations. The types of information we may collect include:

Identity data, such as name, title, and date of birth where needed for verification.
Contact data, such as address, email address, and telephone number.
Account data, including customer reference numbers, service preferences, payment status, and booking information.
Financial data, such as billing details, payment records, and transaction history.
Security data, including access logs, CCTV footage, keyholder details, and records of site entry or exit.
Correspondence data, such as emails, notes from phone calls, and records of complaints or service enquiries.
Technical data, where applicable, such as device or browser information if used in digital systems connected to our services.

We do not intentionally collect special category data unless it is provided voluntarily and is necessary for a specific purpose, such as supporting an accessibility request or legal claim. Where this occurs, we will apply additional safeguards and only use the data where permitted by law.

2. How We Use Personal Data

We use personal data to operate our storage services efficiently and securely. Typical purposes include:

Setting up and managing customer accounts.
Verifying identity and preventing fraud.
Processing payments, refunds, and account balances.
Providing access to storage units and managing site security.
Communicating about service updates, notices, renewals, and account issues.
Handling customer support requests, complaints, and disputes.
Complying with legal, regulatory, accounting, and tax obligations.
Maintaining records for insurance, risk management, and operational safety.

We do not sell personal data. Data is used only for legitimate business operations and lawful compliance purposes.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing personal data. Roehampton Storage relies on the following bases depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract with a customer. This includes account creation, service delivery, payments, and communication about the storage agreement.

Legal Obligation

We may process data to comply with laws and regulatory requirements, including tax, accounting, fraud prevention, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by the rights and freedoms of the individual. Examples include site security, CCTV monitoring, service improvement, debt recovery, and protecting our business from misuse.

Consent

Where we rely on consent, such as for optional marketing communications or specific non-essential processing, individuals may withdraw consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

Vital Interests and Public Task

These bases are unlikely to apply in normal circumstances, but may be used in exceptional cases where necessary to protect someone’s life or where required by public authorities acting under lawful powers.

4. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods depend on the type of data and the purpose of processing.

Contract and account records are retained for the duration of the storage relationship and for a reasonable period afterwards to resolve disputes, manage claims, and maintain accurate records.
Payment and invoice records are kept for the periods required by tax and financial regulations.
Security records, including access logs and CCTV, are retained only for a limited period unless needed for investigation, legal proceedings, or safety purposes.
Correspondence is retained as needed to handle service issues and document resolutions.

When personal data is no longer required, it is securely deleted, anonymised, or archived in accordance with our retention procedures.

5. Processors and Data Sharing

Roehampton Storage may share personal data with trusted third-party processors who act on our instructions and support the delivery of our services. These may include:

Payment service providers and banking partners.
IT and cloud hosting providers.
Security and surveillance service providers.
Customer communication and email service providers.
Professional advisers, including accountants, auditors, insurers, and legal advisers.
Debt collection agencies or credit control services where necessary and lawful.

All processors are required to protect personal data through appropriate technical and organisational measures and to process it only for specified purposes. We may also disclose information to courts, law enforcement bodies, regulators, or public authorities where required by law or to protect our legal rights.

Where personal data is transferred outside the UK or the European Economic Area, we will ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

6. Data Security

We use reasonable and appropriate security measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, password protection, staff confidentiality obligations, secure storage, and monitoring of systems and premises.

No system can be guaranteed completely secure, but we regularly review our procedures to reduce risk and improve data protection standards.

7. User Rights

Individuals whose personal data we process have a number of rights under data protection law. Subject to legal limitations, these rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of personal data in certain circumstances.
Right to restriction – to request limited use of your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

Individuals may also have the right to challenge decisions made solely by automated means, although Roehampton Storage does not generally use automated decision-making that produces legal or similarly significant effects.

If a request is made, we may need to verify identity before responding. We aim to handle requests within the timeframes required by law.

8. Marketing Preferences

Where permitted, we may send limited service-related communications. If we ever send optional marketing communications, individuals can opt out at any time. Marketing preferences will be respected in accordance with applicable law.

9. Complaints and Oversight

If you believe your personal data has been handled improperly, you may raise a concern through our internal procedures. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or another applicable supervisory authority. We encourage individuals to contact us first so that we can address concerns promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or data handling practices. The latest version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how their information is used.

In summary, Roehampton Storage processes personal data responsibly, only where there is a lawful basis to do so, and with appropriate safeguards to protect privacy and security. This policy applies to all Roehampton Storage customers in area and supports our commitment to transparent and lawful data handling.