Storage Roehampton Privacy Policy
This Privacy Policy explains how Storage Roehampton collects, uses, stores, and protects personal data relating to individuals who use our storage services or interact with us as customers or prospective customers. It applies to all Storage Roehampton customers in our service area, including those who make enquiries, sign contracts, or access our storage facilities.
We are committed to complying with the United Kingdom General Data Protection Regulation UK GDPR, the Data Protection Act 2018 and any other applicable data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data processing activities.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:
Identification and contact details such as name, title, postal address, billing address, contact address, date of birth, and identification details where needed to verify your identity.
Contact information such as email address, mobile number, landline number, and preferred contact method.
Contract and account information such as storage unit number, service start and end dates, contract terms, payment history, correspondence relating to your account, and information about your use of our facilities.
Payment and billing information such as partial card details, billing records, payment method, and transaction details. We do not store full payment card details when payments are processed through secure payment providers.
Security and access information such as access codes, vehicle registration numbers used on site, CCTV footage in and around our premises, and incident or accident reports where relevant.
Communication data such as records of enquiries, complaints, feedback, and communications made by phone, in writing, or in person.
Technical information where you interact with our online content such as IP address, device details, and basic usage data that may be generated when you visit any online pages we operate.
How we collect personal data
We collect personal data from you directly when you make an enquiry, request a quote, visit our facilities, enter into a storage agreement with us, make a payment, or contact us by phone or in writing.
We may also receive personal data from third parties where this is necessary to manage your contract or comply with our legal obligations. This includes payment processors, credit or identity verification services where applicable, and professional advisers involved in any dispute resolution.
Purposes and lawful bases for processing
We process personal data only when we have a lawful basis to do so under UK GDPR. Depending on the context, we may rely on the following lawful bases.
Performance of a contract. We use personal data to provide our storage services and manage our relationship with you, including setting up and administering your account, taking bookings and reservations, collecting payments and issuing invoices, managing access to our storage units, and communicating with you about your contract, including renewals and changes.
Legal obligation. We process personal data where we are legally required to do so, including maintaining accounting and tax records, complying with health and safety requirements on our premises, responding to requests from law enforcement or regulatory bodies where lawfully required, and keeping records needed for the defence or exercise of legal claims.
Legitimate interests. We may 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, monitoring and maintaining the security of our premises and systems, using CCTV for security and crime prevention, recovering debts and managing disputes, preventing fraud and misuse of our facilities, and sending service-related messages and relevant information about similar services you already use, where permitted by law.
Consent. In limited cases, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
Data retention and storage
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.
Customer account and contract data are generally retained for the duration of your contract and for a defined period afterwards in line with limitation periods for legal claims and statutory retention requirements.
Payment records and financial transaction data are kept for the periods required by tax, accounting, and financial regulations.
CCTV footage is retained for a limited period necessary for security and investigation purposes, unless a longer retention period is required in connection with a specific incident or legal claim.
Enquiry, complaint, and communication records are retained for as long as needed to handle your request and for a reasonable period to demonstrate how we have acted, unless a longer retention period is necessary in connection with a dispute.
When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.
Data processors and third party recipients
We may share personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to use personal data in accordance with our instructions, for the purposes described in this Privacy Policy and subject to appropriate confidentiality and security obligations.
Types of processors and third party recipients may include payment processing providers who handle card payments and other transactions, IT service and cloud storage providers who support our systems and data hosting, security and CCTV service providers who help us maintain the safety of our premises, professional advisers such as lawyers, accountants, or insurers where necessary, and debt recovery or credit control service providers where needed to collect outstanding amounts owed to us.
We may also disclose personal data where required to do so by law, regulation, or court order, or where disclosure is necessary for the prevention or detection of crime or to protect the safety of our customers, staff, or the public.
We do not sell personal data to third parties.
International transfers
Where we use processors or service providers located outside the United Kingdom or the European Economic Area, we take steps to ensure that an adequate level of protection is in place for personal data. This may include relying on adequacy regulations, implementing standard contractual clauses, or using other appropriate safeguards in line with data protection laws.
Security of personal data
We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. Measures may include access controls to restrict data to authorised personnel, secure storage of physical records, security measures on our premises, and safeguards for electronic systems and communications.
While we aim to protect all personal data, no transmission or storage system can be guaranteed as fully secure. You are responsible for keeping any passwords, access codes, or security credentials relating to our services confidential.
Your data protection rights
Under UK GDPR, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Storage Roehampton customers in our area, subject to conditions and legal exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how it is used.
Right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.
Right to erasure. In certain circumstances, you may request that we delete or remove your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no other lawful basis for processing it.
Right to restriction of processing. You may ask us to restrict the processing of your personal data in specific situations, such as while the accuracy of the data is being checked or where you have objected to our processing.
Right to object. You have the right to object to processing based on our legitimate interests, including profiling, and to object to the use of your personal data for direct marketing at any time.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive personal data you provided to us in a structured, commonly used, machine readable format and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect processing that has already taken place.
You also have the right to lodge a complaint with the Information Commissioners Office or another supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. When we make significant changes, we will take reasonable steps to inform you where appropriate. The latest version of this Privacy Policy will always apply to the personal data we process.
