Storage Surbiton Privacy Policy
This Privacy Policy explains how Storage Surbiton collects, uses, stores, and protects your personal data when you use our storage services. It applies to all Storage Surbiton customers in our service area, including current, past, and prospective customers who make enquiries, request quotes, or use our facilities.
We are committed to handling your personal data lawfully, fairly, and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act and any other applicable data protection laws.
Who This Policy Applies To
This Privacy Policy applies to individual customers, business customers who provide personal contact details, and any authorised persons who interact with Storage Surbiton on behalf of customers. By providing your personal data or using our services, you acknowledge that you have read and understood this Policy.
Personal Data We Collect
We collect and process personal data that is necessary for providing our storage services and managing our relationship with you. The types of personal data we may collect include:
Identification and contact details such as your full name, residential or business address, billing address, and contact details such as your contact preferences.
Account and contract information such as storage unit number, start and end dates of your contract, payment history, invoices, and any correspondence regarding your account.
Payment and billing information such as partial payment card details or transaction references as permitted by law, details of payments made to us, and information required for refunds or credits.
Verification and security information such as copies or details of identity documents where required, vehicle registration details for site access systems, CCTV footage from our premises, site access logs such as entry and exit times, and incident or accident reports.
Communication data such as records of enquiries, complaints, feedback, and other correspondence with Storage Surbiton by post, in person, online, or by any other means.
Marketing and preference data such as your preferences about receiving marketing or service updates and your communication preferences.
How We Collect Your Data
We collect personal data from you directly when you visit our premises, request a quote, sign a storage agreement, update your account details, make a payment, or contact us with a query or complaint.
We may also collect personal data from third parties where lawful and appropriate, such as credit reference agencies for identity checks, business partners who refer you to us with your consent, or law enforcement and regulatory bodies when they provide information in connection with an investigation.
In addition, we collect data automatically when you visit our site, including CCTV images and access control records. These systems are in place to maintain the security and safety of our customers, staff, and property.
Lawful Basis For Processing
We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:
Contractual necessity. We process your data when it is necessary to enter into or perform a storage agreement with you, including setting up your account, managing bookings, administering payments, providing access to your unit, and handling queries or issues relating to your contract.
Legal obligation. We process certain information to comply with legal requirements, such as tax, accounting, and financial reporting obligations, identity verification where required by law, and responding to lawful requests from public authorities, regulators, or law enforcement.
Legitimate interests. We process data when it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests include managing our storage facilities, ensuring physical security and access control, preventing and detecting fraud or misuse of our services, improving our services and customer experience, and handling complaints or disputes.
Consent. In limited circumstances, we may rely on your consent, for example where we send certain types of marketing communications or process optional information. Where we rely on consent, you can withdraw it at any time by contacting us or by following the instructions in the relevant communication.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide, administer, and manage storage services, including creating and maintaining your customer account and storage agreement, processing payments, deposits, and refunds, managing access to our facilities, and managing renewals, changes, or termination of your contract.
To protect our premises and customers by operating CCTV systems for security and crime prevention, maintaining access logs, investigating incidents or accidents, and enforcing our site rules and terms of service.
To manage our relationship with you by responding to enquiries, issues, and complaints, providing customer support and service-related messages, and notifying you about changes to our terms or policies.
To comply with legal, regulatory, and risk management obligations, including record-keeping for tax and accounting purposes and cooperating with lawful requests or investigations by competent authorities.
To improve and develop our business by analysing anonymised or aggregated data about how our services are used and assessing demand for services and facility usage patterns.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
Customer account and contract information is usually kept for a period after the end of your contract to deal with any queries, disputes, or claims, and to meet our legal obligations. CCTV footage and access logs are retained for a shorter period unless an incident requires us to retain them longer for investigation or legal purposes.
When personal data is no longer required, we will securely delete or anonymise it in accordance with our data retention procedures.
Data Processors And Third Parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These service providers may include payment processing providers, accounting and bookkeeping service providers, IT and cloud storage providers, security and access control system providers, CCTV system maintenance providers, and professional advisers such as legal or financial advisers.
All processors are required to treat your data confidentially, process it only on our documented instructions, implement appropriate technical and organisational measures to protect it, and comply with applicable data protection laws.
We may also share data with independent controllers where necessary and lawful, such as insurance providers where you choose to purchase cover related to your storage, law enforcement, regulatory bodies, or courts where required by law or in connection with legal claims, and other parties where you have requested or consented to a specific disclosure.
We do not sell your personal data to third parties.
International Transfers
If any of our processors or systems involve transferring your personal data outside the United Kingdom or European Economic Area, we will ensure that an adequate level of protection is in place. This may include using countries that have been recognised as providing adequate protection, or entering into appropriate data transfer agreements using standard contractual clauses or equivalent safeguards as required by law.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations but generally include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is processed.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure. In some circumstances, you can 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 no other legal basis applies.
Right to restriction. You can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or assess an objection you have raised.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing unless we have compelling legitimate grounds that override your interests or the processing is required for legal claims.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it directly to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
How To Exercise Your Rights
If you wish to exercise any of your rights, please submit a written request to Storage Surbiton using the contact details provided on our website or at our premises. We may need to verify your identity before responding to your request to protect your privacy and security.
We aim to respond to all valid requests within one month. In some cases, particularly if your request is complex or you have made multiple requests, we may need more time. We will inform you if we require an extension and the reasons for it.
Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, operations, or legal obligations. Any changes will be made available at our premises and on our website, and the updated policy will apply from the date of publication.
You are encouraged to review this Privacy Policy periodically to stay informed about how Storage Surbiton protects your personal data.
