Storage Riddlesdown Privacy Policy
This Privacy Policy explains how Storage Riddlesdown collects, uses and protects personal data for all Storage Riddlesdown customers in the area. We are committed to complying with the UK General Data Protection Regulation GDPR and all applicable data protection laws. This policy applies to all personal data we process in connection with enquiries about our services, storage agreements and related activities.
Who we are and scope of this policy
Storage Riddlesdown is a storage service provider offering storage units and related services to individual and business customers. For the purposes of data protection law, Storage Riddlesdown is the data controller for the personal data described in this policy. This Privacy Policy applies to all customers and prospective customers using Storage Riddlesdown services in the area, as well as individuals who contact us or whose data we receive in connection with those services.
Personal data we collect
We may collect and process the following categories of personal data when you interact with Storage Riddlesdown, make an enquiry, sign a storage agreement, access our site or use our services:
Identification data such as full name, date of birth where required for verification, and identification document details when necessary to comply with legal obligations or confirm identity.
Contact details such as address, billing address, and other contact information required to manage your account and communicate with you.
Account and contract information such as customer reference numbers, unit numbers, start and end dates of storage, services selected, payment terms and communication preferences.
Payment and transaction information such as payment method and payment history. We do not store full card details when payments are processed by a third party payment processor.
Access and security information such as access codes, key numbers and records of entry and exit where access control systems are in use.
Technical and usage data such as information about how you use our services, visit our site or contact us, including date and time of contact and information provided in those communications.
CCTV and security recordings such as images and videos captured on our premises where surveillance systems are in place, used for safety, security and crime prevention purposes.
Business customer information such as company name, role, authority to act on behalf of a business and relevant contact details for invoicing and communication.
How we collect your personal data
We collect personal data directly from you when you contact us to request information or a quote, when you visit or use our premises, and when you enter into a storage agreement. We may also collect personal data from third parties such as payment processors, credit reference agencies where lawful and relevant, and business partners who introduce you to our services. Where CCTV or access control systems are used, we collect data automatically when you enter or move around our premises.
Lawful basis for processing
We process your personal data only where we have a lawful basis under GDPR. Depending on the situation, our lawful bases may include:
Contract performance where processing is necessary to enter into or perform a storage agreement with you, including managing bookings, payments, access and customer support.
Legal obligation where we must process personal data to comply with laws, regulations and court orders, such as record keeping, tax obligations and assisting law enforcement when legally required.
Legitimate interests where we have a legitimate business interest that is not overridden by your rights and freedoms, for example to protect our premises and property, prevent fraud, secure payments, improve our services, respond to enquiries, and manage business operations.
Consent where we rely on your explicit consent for a particular activity, such as specific types of marketing communications where required by law. You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.
How we use your personal data
We may use the personal data described above for the following purposes:
To respond to enquiries, provide quotations and explain our services.
To set up, manage and administer your storage agreement, including unit allocation, billing, account management and customer service.
To process payments, handle invoices, deal with missed payments and maintain financial records.
To provide secure access to our premises, including issuing and managing access codes or keys and monitoring access where appropriate.
To maintain the safety and security of customers, staff, visitors, our premises and stored property, including the use of CCTV and access logs where installed.
To communicate with you about your account, service updates, changes to terms and this Privacy Policy, and important operational information.
To conduct internal administration, reporting, business planning, risk management and quality control.
To comply with lawful requests from public authorities, regulators and law enforcement where we are legally required to do so.
Where permitted, to send you information about services that may be relevant to you. You have the right to opt out of marketing communications at any time.
Data sharing and processors
We may share your personal data with carefully selected third parties where necessary for the purposes described in this policy and where permitted by law. These third parties act either as data processors on our behalf or as independent controllers, depending on the nature of the processing.
Data processors who may process personal data on our instructions include payment processing providers, IT and cloud service providers, providers of security, access control and CCTV systems, and professional advisers such as accountants and legal advisers. We ensure that appropriate data processing agreements and safeguards are in place with all processors.
We may also share data with banks and financial institutions for payment processing, public authorities, regulators, law enforcement and courts when required or permitted by law, and other third parties if we are involved in a business sale, merger or restructuring, to the extent permitted by data protection law.
We do not sell your personal data.
Data retention
Storage Riddlesdown keeps personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting and reporting requirements. Retention periods will vary depending on the type of data and the legal obligations that apply.
Typically, customer and contract records are retained for a period after the end of the storage agreement to deal with any questions, disputes or legal claims and to comply with tax and accounting rules. Payment records are kept for the period required by financial and tax regulations. CCTV and access control records are usually kept for a shorter period unless a longer retention is required in connection with a specific incident, investigation or legal process.
When personal data is no longer required, we will securely delete or anonymise it in line with our data retention procedures.
International transfers
If we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place as required by data protection laws. These may include using countries that have been recognised as providing an adequate level of protection or implementing standard contractual clauses or equivalent safeguards. Details of applicable safeguards can be provided where relevant and lawful to do so.
How we protect your data
We use a combination of technical and organisational measures designed to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures may include secure systems, access controls, staff training, physical security at our premises, and regular review of our safeguards. While no system can be completely secure, we regularly assess our security arrangements to reduce risks as far as reasonably possible.
Your data protection rights
As a data subject under GDPR, you have a number of rights regarding your personal data processed by Storage Riddlesdown. These include the right to:
Access your personal data and receive information about how it is processed.
Request correction of inaccurate or incomplete personal data.
Request deletion of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and there is no legal basis for continued processing.
Request restriction of processing of your personal data in specific situations, such as while we are verifying its accuracy or considering an objection.
Object to processing where we rely on legitimate interests, including profiling based on those interests, and to object at any time to processing for direct marketing purposes.
Request the transfer of your personal data to you or to another organisation in a structured, commonly used and machine readable format where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on your consent for processing. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about how we process your personal data. We encourage you to contact us in the first instance so we can try to resolve your concerns.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we offer. When we make significant changes, we will take reasonable steps to inform you, which may include updating information at our premises or in our communications. The latest version will always apply to how we process your personal data.
