Privacy Policy - Kensalgreen Storage

This Privacy Policy explains how Kensalgreen Storage collects, uses, stores, shares, and protects personal data relating to customers, prospective customers, visitors, and other individuals who interact with our storage services in the local area. It applies to all Kensalgreen Storage customers in the area and is intended to meet the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018. We are committed to handling personal information lawfully, fairly, transparently, and securely.

1. Who We Are

Kensalgreen Storage provides storage-related services to individuals and businesses. In the context of data protection law, we act as a data controller for the personal data we collect and determine how and why that data is processed. This means we are responsible for ensuring that your personal data is used only for legitimate purposes and in accordance with applicable data protection laws.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you use our services. This may include:

Identity details such as your name, title, and date of birth.
Contact details such as postal address, email address, and telephone number.
Account and service information including booking details, unit information, payment status, and service preferences.
Financial information such as payment records, transaction references, and billing details.
Security and access data including CCTV images, access logs, key or access code records, and incident reports.
Correspondence including messages, complaints, claims, and other communications.
Technical data where relevant, such as device or browser information from online interactions.

We generally do not intentionally collect special category data unless it is necessary for a specific legal, contractual, or safeguarding reason, or you provide it to us in the course of communication. Where special category data is processed, we will do so only where a lawful condition under data protection law applies.

3. How We Collect Personal Data

We may collect personal data directly from you when you complete forms, enter into a storage agreement, make payments, contact us, or provide information during your use of our services. We may also collect data automatically through security systems such as access control and CCTV, and from third parties where necessary for service administration, fraud prevention, verification, or debt recovery.

4. Why We Use Your Data

We use personal data only for specified and legitimate purposes, including:

to provide and manage storage services;
to verify identity and assess eligibility for services;
to process payments and manage billing;
to communicate about bookings, contracts, renewals, and service updates;
to operate access control and maintain site security;
to prevent and detect fraud, unlawful activity, or misuse of our facilities;
to handle complaints, disputes, and insurance-related matters;
to comply with legal, tax, accounting, and regulatory obligations;
to establish, exercise, or defend legal claims.

5. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, Kensalgreen Storage relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform our storage agreement with you. This includes setting up your account, managing access, taking payment, and delivering the services you have requested.

Legal Obligation

We may process data where required to comply with legal obligations, including tax rules, accounting requirements, crime prevention obligations, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. Examples include site security, CCTV monitoring, fraud prevention, business administration, and dispute management.

Consent

In limited cases, we may rely on your consent, for example for optional marketing communications or other specific processing activities. Where consent is used, you may withdraw it at any time, and doing so will not affect the lawfulness of processing carried out before withdrawal.

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. Some of these third parties act as processors, meaning they process personal data on our behalf and under our instructions. We ensure appropriate contractual safeguards are in place with all processors.

Examples of processors and service providers may include:

payment service providers;
IT hosting, cloud storage, and software providers;
security monitoring and CCTV service providers;
accounting and bookkeeping services;
customer administration systems;
professional advisers such as lawyers, insurers, auditors, or consultants.

We may also share data with independent controllers where required by law or where they determine their own purposes for processing, such as law enforcement bodies, regulatory authorities, courts, or debt recovery agencies. We do not sell personal data.

7. International Transfers

If any service provider processes personal data outside the United Kingdom, we will take steps to ensure that appropriate safeguards are in place. This may include the use of approved contractual clauses or other legally recognised transfer mechanisms.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and the reason for processing. In general:

contract and account records are retained for the duration of the agreement and for a reasonable period afterward;
payment and accounting records are retained in line with tax and financial rules;
security logs and CCTV footage are retained for a limited period unless needed longer for an investigation;
complaints, incidents, and dispute records are retained as needed for resolution and legal protection.

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

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access to receive a copy of the personal data we hold about you;
Right to rectification to correct inaccurate or incomplete data;
Right to erasure in certain circumstances, also known as the right to be forgotten;
Right to restriction of processing in certain cases;
Right to object to processing based on legitimate interests or direct marketing;
Right to data portability where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent where consent is the basis for processing;
Right not to be subject to solely automated decisions with legal or similarly significant effects, where applicable.

These rights are not absolute and may be subject to legal conditions or exemptions. We will respond to requests in accordance with applicable law and may need to verify your identity before acting on a request.

10. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, misuse, or disclosure. These measures may include access restrictions, secure systems, staff training, physical security controls, and periodic review of data handling practices. While we take security seriously, no system can be guaranteed completely secure.

11. Children’s Data

Our storage services are not directed at children, and we do not knowingly collect personal data from children except where necessary in the context of lawful family, tenancy, or contact arrangements. If we become aware that data has been collected inappropriately, we will take appropriate steps to delete or protect it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal processes. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Kensalgreen Storage is committed to lawful, transparent, and secure data processing. We collect only the personal data needed to deliver our services, we use it only for legitimate purposes, we retain it only as long as necessary, and we share it only with trusted processors or where required by law. We respect your rights and aim to uphold the highest standards of privacy for all customers in the area.

This Privacy Policy applies to all Kensalgreen Storage customers in the area.