Storage Old Coulsdon Privacy Policy
This Privacy Policy explains how Storage Old Coulsdon collects, uses, stores and protects personal data. It applies to all Storage Old Coulsdon customers and prospective customers in the Old Coulsdon area, including anyone who contacts us, makes an enquiry, signs a contract, or uses our storage services.
We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy describes the categories of personal data we process, the purposes and lawful bases for processing, how long we keep personal data, who we share it with, and the rights you have over your information.
Personal data we collect
We collect and process different types of personal data depending on your relationship with us and how you interact with our services. The main categories of data we may collect are:
Identification and contact details, including your name, postal address, billing address, contact address, and any other addresses you provide, as well as your contact preferences.
Communication details, such as information you provide when you speak with us in person, over the phone or via written correspondence. This includes enquiries about availability, prices, services, complaints or feedback, and any notes we make to manage our relationship with you.
Contract and account information, including records of the storage unit or services you have agreed to take, contract start and end dates, storage unit size and location, rental charges, deposit amounts, and any changes or renewals to your agreement.
Payment and transaction data, including records of payments made, payment method used, amounts, dates, arrears information, refunds and related accounting information. We do not store full card details when payments are processed via third party payment providers.
Security and access information, such as records of site access where applicable, including sign in records, gate logs or unit access logs if used, as well as information related to health and safety incidents on site.
Marketing preferences, including whether you have consented to or opted out of receiving marketing communications about our services, offers or promotions.
Technical information, such as basic information about how you access any of our online services or digital forms, which may include your device type, approximate location, and the date and time of interaction. This is used only to support the functioning, security and improvement of our services.
How we obtain your personal data
We usually collect personal data directly from you when you contact us, request a quotation, visit our site, sign a contract, or make a payment. We may also obtain information from third parties where this is necessary for the performance of our contract with you or for compliance with law, such as when we verify identity or address using appropriate service providers.
In some cases, existing customers may provide us with contact details of another person, for example an alternative contact or someone authorised to access a storage unit. When that happens, we expect the customer to ensure that the other person is aware that their details have been given to us and to direct them to this Privacy Policy.
Lawful basis for processing your data
We rely on one or more of the following lawful bases under data protection law when processing your personal data.
Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes assessing your enquiry, setting up your account, providing storage services, handling payments, and communicating with you about your contract, access, renewals and related matters.
Legal obligation. We process personal data where we are required to do so by law. This may include maintaining accounting records, complying with tax and anti money laundering requirements, responding to lawful requests from public authorities, and ensuring health and safety on our premises.
Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, and where those interests are not overridden by your rights. Our legitimate interests include operating and improving our storage business, managing customer relationships, handling queries and complaints, protecting our property and the property stored with us, preventing and investigating fraud or misuse, and ensuring the security of our site.
Consent. In some circumstances, we may rely on your consent, for example to send you certain types of direct marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us or by using any unsubscribe option provided in the communication.
How we use your personal data
We use personal data for the following purposes:
To respond to enquiries, provide quotations, and give you information about our services.
To set up and manage your customer account and storage contract, including processing applications, recording key contract terms, and providing customer service.
To process payments, deposits, refunds and charges, manage arrears, and maintain accurate financial records.
To manage access to our site and storage units, maintain security, prevent unauthorised access and safeguard stored items.
To communicate with you about your contract, including notices about renewals, price changes, operational information and essential service messages.
To handle feedback, queries, complaints and disputes, and to exercise or defend legal claims where necessary.
To comply with our legal, regulatory and insurance obligations, including health and safety and incident reporting.
To send you information about similar services or offers that we think may interest you, where this is permitted by law and taking into account your marketing preferences.
Data retention and storage
We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy, including for the purposes of satisfying legal, accounting or reporting requirements.
In general, we keep customer account and contract information for a period after your storage agreement has ended. This allows us to respond to queries about past services, deal with any outstanding issues, demonstrate what took place between us, and comply with legal and tax obligations. The specific retention period will depend on the category of data and the requirements of applicable law.
Payment and financial records are typically retained for the period required by tax and accounting regulations. Communications such as complaints or incident reports may be kept longer where needed in connection with potential legal claims.
When data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.
Data processors and third parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process personal data in accordance with our instructions and for the purposes set out in this Privacy Policy. They are required to implement appropriate security measures and to protect the confidentiality of your data.
Examples of processors and third parties we may use include providers of payment processing services, accounting and bookkeeping services, secure data storage and backup solutions, customer management and communication tools, and information technology support services.
We may also share personal data with professional advisers such as lawyers or accountants, insurers, law enforcement and regulatory authorities, or other third parties where we are required to do so by law or where sharing is necessary to establish, exercise or defend legal rights.
We do not sell your personal data to third parties.
International transfers
Where we use service providers that store or process personal data outside the United Kingdom, we will take appropriate steps to ensure that your data is protected in line with data protection law. This may include using service providers in countries that have been recognised as providing an adequate level of data protection or putting in place appropriate safeguards.
Your data protection rights
Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Storage Old Coulsdon customers in our service area, subject to certain conditions and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how we use it.
Right to rectification. You have the right to ask us to correct personal data that is inaccurate or incomplete.
Right to erasure. In some circumstances, you may have the right to ask us to delete your personal data, for example where it is no longer needed 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 may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify it.
Right to object. You have the right to object to processing carried out on the basis of legitimate interests, including profiling, and the right to object at any time to your personal data being used for direct marketing.
Right to data portability. In certain cases, you have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to ask us to transfer it to another controller where this is technically feasible.
Where we rely on your consent as a lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdrew it.
How to exercise your rights and contact us
If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle personal data, you can contact us using the usual contact details you use for our services or by writing to our office. We may need to verify your identity before responding to certain requests.
You also have the right to lodge a complaint with the UK data protection supervisory authority if you are unhappy with how we have handled your personal data. We would, however, welcome the opportunity to address your concerns before you contact the authority, so please consider getting in touch with us first.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any updated version will be made available to customers and will apply from the date it is issued. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
