Self Storage Colliers Wood Privacy Policy

This Privacy Policy explains how Self Storage Colliers Wood collects, uses, stores and protects personal data relating to our customers and visitors. It applies to all Self Storage Colliers Wood customers and prospective customers in the Colliers Wood area and surrounding locations who use or enquire about our storage services, whether in person, by phone, or through any online or written communication.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Data Controller

Self Storage Colliers Wood is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is collected and used, and we are responsible for ensuring that this use complies with applicable data protection laws.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you when you enquire about, sign up for, or use our storage services:

Identification and contact details: name, postal address, billing address, contact address, and other contact information such as your preferred contact method.

Account and contract details: customer account number or reference, storage unit number, contract start and end dates, billing history, payment status, and service preferences.

Payment and transaction information: limited payment details necessary to process your payments, such as transaction amounts, dates, and payment method. Card information is handled in a secure manner and, where applicable, by approved payment processors.

Verification and security information: a form of identification, such as a passport, driving licence or other official ID presented for verification, as well as vehicle registration details where required for site access and security purposes.

Communications data: records of correspondence with you, including enquiries, complaints, service requests, and any notes relevant to the management of your storage agreement.

Site usage and security data: information collected through security systems at our premises such as CCTV footage in and around our facilities, access logs and entry or exit times, to maintain the security of our customers, staff and property.

Technical data: when you visit our website, we may collect limited technical information about your visit, such as the pages you view and basic device information, in order to improve our services and understand customer interest. Any cookies or similar technologies are used in accordance with applicable law.

Lawful Basis for Processing Your Data

We process your personal data only where there is a lawful basis to do so under data protection law. Depending on the specific activity, we rely on one or more of the following lawful bases:

Contract: We process your personal data where it is necessary to enter into, perform, or manage a storage contract with you. This includes processing your details to create and administer your account, manage payments, and provide you with access to your storage unit.

Legal obligation: We may process and retain certain information to comply with legal and regulatory requirements, such as record-keeping, tax, fraud prevention, security, and law enforcement requests.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests or those of a third party, and where your interests and fundamental rights do not override those interests. These legitimate interests include managing and improving our storage services, ensuring site security, preventing and detecting crime, and maintaining accurate business records.

Consent: In some cases, we may rely on your consent to process your personal data, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw your consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To respond to enquiries and provide information about our storage services.

To assess your storage needs and prepare quotations or proposals.

To set up and administer customer accounts and storage contracts.

To manage bookings, payments, invoices and account queries.

To provide customer service and handle complaints or disputes.

To manage access to our facilities, including verifying identity and monitoring site use.

To maintain the safety and security of our premises, customers, staff and property, including the use of CCTV and access logs.

To maintain accurate business and financial records.

To comply with legal obligations, respond to lawful requests from authorities, and assist with the prevention and detection of crime or fraud.

Where permitted, to provide you with information about related services that may be of interest, and to understand customer needs so that we can improve our services.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to process your data in accordance with our instructions and solely for the purposes described in this Privacy Policy. We take steps to ensure they provide appropriate security for your personal data and comply with data protection law.

Categories of data processors and recipients may include:

Payment processing providers who handle card and other transactions.

IT service providers who support our business systems, website, and data storage.

Security and access control providers, including CCTV system maintenance.

Professional advisers such as accountants or legal advisers, to the extent necessary for providing their services.

Where required by law or in connection with legal proceedings, we may share your data with law enforcement bodies, courts, regulators or other public authorities.

We do not sell your personal data to third parties.

International Data Transfers

If any of our service providers or data processors are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before your personal data is transferred, such as standard contractual clauses or equivalent mechanisms that provide adequate protection for your rights.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to comply with legal, accounting or reporting requirements.

In general, we will retain customer account and contract information for a period after the end of your storage agreement, so that we can respond to queries, manage any disputes, and comply with applicable legal obligations. CCTV footage and access logs are retained for shorter periods, unless a longer retention is justified by a specific incident, investigation or legal requirement.

When personal data is no longer required, we will take steps to securely delete or anonymise it.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Self Storage Colliers Wood customers in our area, subject to certain legal limitations and exemptions.

Right of access: You have the right to request a copy of the personal data we hold about you, together with information about how and why we process it.

Right to rectification: You have the right to ask us to correct or complete any personal data that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you may request that we 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 of processing: You may ask us to restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify or erase your data.

Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format, and that we transmit it to another controller where technically feasible.

Right to object: You have the right to object to processing based on our legitimate interests, including profiling, and we will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims. You also have the right to object at any time to direct marketing.

Rights in relation to automated decision-making: We do not carry out solely automated decision-making that has legal or similarly significant effects on you in the context of our storage services.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details made available on our website or at our premises.

If you are not satisfied with our response, you also have the right to lodge a complaint with the UK supervisory authority for data protection. Details of how to contact the supervisory authority are publicly available from official government sources.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include controlling access to our systems and premises, maintaining secure records, and requiring our staff and processors to handle data in accordance with strict confidentiality and security standards.

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. Any updates will be made available through our usual communication channels. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.

By using our services or continuing to communicate with us after any changes take effect, you acknowledge that you have read and understood the updated Privacy Policy.