Storage South Woodford Privacy Policy
This Privacy Policy explains how Storage South Woodford collects, uses, stores and protects personal data about customers and prospective customers in the surrounding area. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
By using our storage services, making an enquiry, or otherwise interacting with Storage South Woodford, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Storage South Woodford customers, former customers and prospective customers in the local area, as well as individuals who contact us or whose data we receive in connection with our storage services. It covers personal data collected through in-person visits, telephone enquiries, online enquiries, written correspondence and any other communication channels we may use.
Personal Data We Collect
We may collect and process the following categories of personal data:
Identification data such as full name, title, date of birth, proof of identity details and proof of address details provided when you book or access storage.
Contact data such as residential address, billing address, correspondence address, and other contact details you choose to provide.
Account and contract data such as customer reference numbers, storage unit details, contract start and end dates, payment history, correspondence related to your account and related administrative information.
Payment data such as limited payment details required to process transactions, including the method of payment and transaction records. Where payments are processed via third party payment providers, we do not receive or store full card details.
Access and security data such as vehicle registration numbers provided for site access, access codes, entry and exit times and, where in place, CCTV footage captured in and around our facilities.
Communication data such as enquiries, complaints, feedback and any other communications you send to us, including the content of those communications and any responses we provide.
Marketing preferences and consent records, including your choices about receiving marketing communications and records of when and how those choices were made.
How We Collect Your Data
We collect personal data directly from you when you make an enquiry, request a quote, enter into a storage agreement, visit our premises, or otherwise communicate with us.
We may also receive personal data from third parties where this is lawful, such as payment processors confirming a transaction, professional advisers, or law enforcement and regulatory bodies where required.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis under the UK GDPR. Depending on the context, we rely on the following lawful bases:
Contract performance. We process personal data to take steps at your request before entering into a storage agreement and to perform our contract with you. This includes managing bookings, providing access to storage units, administering your account, processing payments, and communicating with you about your contract.
Legal obligations. We process personal data where necessary to comply with legal and regulatory obligations, such as record-keeping requirements, tax obligations, verification of identity where required, and responding to lawful requests from authorities.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Our legitimate interests include ensuring the security of our premises, preventing and detecting crime or fraud, managing our business operations, improving our services and handling queries or complaints. When we rely on legitimate interests, we balance our interests against your privacy rights.
Consent. In some limited cases, we may rely on your consent to process personal data, for example for certain forms of direct marketing. 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 for the following purposes:
To provide storage services, including setting up and managing your account, allocating storage units, operating access controls and processing your payments.
To communicate with you about your enquiries, quotations, bookings, renewals, payments, access arrangements, and any changes to our terms or this Privacy Policy.
To maintain the security and safety of our premises, customers, staff and property, including through controlled access systems and CCTV monitoring where used.
To manage our business operations, including internal administration, accounting, auditing, and record keeping.
To handle complaints, disputes and enquiries, and to enforce our contractual rights.
To comply with legal and regulatory requirements and cooperate with authorities where required.
To send you information about our services and related offerings where permitted by law and in line with your communication preferences.
Data Sharing and Processors
We may share your personal data with trusted third parties who act as data processors on our behalf. These third parties are only permitted to process your data in accordance with our instructions and are required to keep it secure and confidential. Examples of such processors may include:
Payment processing providers that handle card or online payments.
IT and cloud service providers that host or support our systems and data storage.
Security service providers supporting access control or CCTV systems.
Professional advisers, such as accountants or legal advisers, where necessary for our business operations.
We may also share personal data with third parties who act as independent data controllers where this is required by law or necessary for the protection of our rights, such as law enforcement agencies, regulators, courts and government authorities.
We do not sell your personal data to third parties.
International Data Transfers
Where we use service providers or systems located outside the United Kingdom, your personal data may be transferred to countries that may not provide the same level of data protection as the UK. In such cases, we ensure that appropriate safeguards are in place, such as standard contractual clauses or other safeguards recognised under the UK GDPR, to protect your personal data.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet our legal, accounting and reporting obligations.
In general, we keep customer account and contractual information for a period after the end of your storage agreement, in line with applicable limitation periods and regulatory requirements. CCTV footage and access records are kept for a shorter period, unless required longer in connection with an incident, investigation or legal claim.
When personal data is no longer required, we take steps to securely delete or anonymise it.
Your Data Protection Rights
Under the UK GDPR, you have certain rights in relation to your personal data. These rights are subject to specific conditions and may not apply in all circumstances. Your rights include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with certain information about how it is used.
Right to rectification. You can request that inaccurate or incomplete personal data be corrected.
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 lawful basis for processing.
Right to restriction. You can request that we restrict the processing of your personal data in certain situations, for example while we consider a request for rectification or where you object to processing.
Right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format, and to have that data transmitted to another controller where technically feasible.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests and rights. You always have the right to object to direct marketing.
Rights relating to automated decision-making. You have rights in relation to decisions based solely on automated processing, including profiling, where these produce legal or similarly significant effects on you. Storage South Woodford does not routinely carry out such automated decision-making in relation to customers.
To exercise any of your rights, you may contact us using the details provided on our website or through our usual communication channels. We may need to verify your identity before responding to your request.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include physical security, controlled access to systems and staff training. While we take reasonable precautions, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any updated version will be made available through our usual customer communication channels and will take effect from the date of publication.
We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
