Storage Kensal Green Privacy Policy
This Privacy Policy explains how Storage Kensal Green collects, uses, stores, and protects personal data relating to customers and prospective customers within the Storage Kensal Green service area. It is intended to meet the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Storage Kensal Green customers and prospective customers located in the area we serve, including individuals, sole traders, and representatives of corporate clients. It covers personal data collected in person at our facility, by phone, by post, and through any online forms or digital tools that we operate.
What Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, residential or business address, date of birth, and contact details such as postal address and any other contact details you choose to provide to us for communication purposes.
Account and contract information, such as customer account numbers, details of your storage unit, access codes, payment history, records of your communications and correspondence with us, and details relating to quotes, bookings, and contracts.
Payment and billing information, such as information necessary to process payments and manage invoices. Where payments are processed by third-party payment processors, we only receive limited information necessary to confirm payment status.
Security and access information, which may include vehicle registration numbers where provided, access logs relating to your use of the facility, and information from any on-site CCTV systems used for security and safety purposes.
Usage and communication data, such as details of your enquiries, complaints, feedback, and any interactions you have with our staff in person, by telephone, or in writing.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, obtain a quote, make a booking, sign a contract, or manage your account. We may also receive data about you from third parties where you have given them permission to share this information with us, such as comparison or referral services, or where it is necessary to verify your identity or payment details with our payment and verification providers.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis to do so under data protection laws. Depending on the context, we rely on the following lawful bases:
Contract: We process personal data to take steps at your request before entering into a contract and to perform our contractual obligations, such as providing storage services, managing your account, processing payments, communicating with you about your booking, and dealing with any issues that arise.
Legal obligation: We process certain data to comply with legal and regulatory requirements, such as accounting, tax obligations, and any duty to assist law enforcement or regulatory bodies where we are legally required to do so.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. These interests include ensuring the security of our premises and property, monitoring usage of our facility, preventing and detecting fraud and misuse, and maintaining and improving our services.
Consent: In limited circumstances, we may rely on your explicit consent, for example for certain optional marketing communications. 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 and related services, including setting up and administering your account, managing your bookings and contracts, processing payments, operating access controls, and providing customer support.
To communicate with you, such as responding to your enquiries, informing you about your account and contract, notifying you of changes to this policy or our terms, and sending important service-related messages.
To ensure safety and security, including monitoring access to our premises, supporting site security measures such as CCTV, preventing and detecting unauthorised access or criminal activity, and protecting our customers, staff, and property.
To manage our business, including internal record keeping, data analysis, service improvement, staff training, auditing, and the exercise or defence of legal claims.
To meet our legal and regulatory obligations, including tax, accounting, and record-keeping requirements, and responding to lawful requests from authorities.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected or as required by law. This generally means:
For active customers, we retain personal data for the duration of your contract and for a period afterwards to manage any queries, disputes, or legal issues that may arise.
For prospective customers, we retain personal data relating to enquiries and quotes for a limited period, after which it is securely deleted or anonymised unless you become a customer or ask us to keep your details for ongoing communication.
Certain records, such as financial and transaction data, may be retained for a longer period to comply with legal and taxation requirements. Security and access records, including CCTV footage, are retained for a period appropriate to security needs and legal obligations, after which they are securely deleted unless required for an ongoing investigation or legal claim.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties that act as data processors on our behalf. These may include payment processing providers, IT and cloud service providers, security and access system providers, and professional advisers such as accountants or legal advisers where necessary.
Where we use processors, we ensure that appropriate written contracts are in place requiring them to handle your data securely, only in accordance with our instructions, and in compliance with applicable data protection laws. We may also share your personal data with law enforcement or other public authorities where we are legally required or permitted to do so.
If personal data is transferred outside the UK or European Economic Area by our processors, we will take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or other approved mechanisms, to protect your data.
How We Protect Your Data
We implement appropriate technical and organisational measures to safeguard your personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include physical security at our premises, access controls to our systems, staff training in data protection and confidentiality, and regular review of our security practices. While we strive to protect your data, no system can be completely secure, and you should also take care to keep your own access credentials confidential.
Your Data Protection Rights
Under data protection law, you have various rights regarding your personal data, which may be subject to certain conditions and exemptions. These rights include:
Right of access: You have the right to request confirmation that we process your personal data and to receive a copy of the data we hold about you.
Right to rectification: You have the right to request that any 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 your personal data, for example where the data is no longer necessary for the purposes for which it was collected and we have no legal reason to continue to keep it.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our processing.
Right to data portability: In some cases, you may request that we provide you or another organisation with certain personal data in a structured, commonly used, and machine-readable format.
Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests or where we process data for direct marketing purposes.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make changes, we will update the effective date and, where appropriate, notify customers of significant changes using reasonable means. We encourage you to review this policy periodically to stay informed about how we handle your personal data.
