Storage Coombe Privacy Policy
This Privacy Policy explains how Storage Coombe collects, uses, stores and protects personal data relating to customers and prospective customers. It applies to all Storage Coombe customers and service users in the area in which we operate, including people who make enquiries, visit our premises, or use our storage and related services.
We are committed to handling your personal data in a lawful, fair and transparent manner in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is intended to give you clear information about our processing activities and your rights.
Personal data we collect
We collect and process personal data that you provide directly to us, as well as information that is generated when you use our services or visit our premises. The types of personal data we may collect include:
Identification details, such as your full name, title, date of birth and identification document details where required for security or verification purposes.
Contact details, such as your residential address, billing address, and any other address you provide, together with your preferred communication methods.
Account and contract details, such as customer reference numbers, storage unit numbers, contract start and end dates, payment history, and service preferences.
Payment and billing information, such as details needed to process payments and manage invoices. We do not store full payment card details when payments are handled by secure payment processors.
Usage information, such as records of your access to our storage facility, including entry and exit times where access control systems are in place.
Communications, such as enquiries, feedback, complaints and any correspondence you have with us in person or by other means.
Security information, such as closed circuit television footage and access logs when you visit our site. CCTV is used for security, safety and crime prevention.
Lawful basis for processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, the lawful basis will usually be one or more of the following:
Contract. We process personal data when it is necessary to enter into a contract with you or to perform a contract that we have with you. This includes taking steps at your request before entering into a contract, administering your storage agreement, processing payments and providing customer support.
Legal obligation. We process personal data where we are required to do so in order to comply with applicable laws and regulations, such as tax, accounting, and obligations relating to crime prevention and security.
Legitimate interests. We process personal data where it is necessary for our legitimate interests or the legitimate interests of a third party, provided those interests are not overridden by your rights and freedoms. This includes ensuring the security and integrity of our premises, improving our services, managing business operations, and communicating with existing customers about relevant services.
Consent. In limited circumstances, we may rely on your explicit consent, for example for certain types of optional marketing. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing that took place before consent was withdrawn.
How we use your personal data
We use personal data for the following main purposes:
To set up, manage and administer your customer account and storage agreements.
To verify your identity where necessary and to help prevent fraud and unauthorised access.
To process payments, manage billing, handle deposits and deal with any queries about charges.
To communicate with you about your contract, including notices, updates, renewal information and operational messages relating to your storage unit or our facilities.
To monitor and maintain the safety and security of our premises, customers and staff, including by way of CCTV and access control systems.
To respond to your enquiries, handle complaints and provide customer service.
To comply with legal and regulatory requirements and to cooperate with law enforcement or regulatory authorities where required by law.
To improve our services, facilities and customer experience, including through analysis of aggregated and anonymised data where possible.
Sharing your personal data and processors
We do not sell your personal data. We may share personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, subject to appropriate safeguards.
We may use data processors that provide services to us and process personal data on our behalf and under our instructions. These processors may include providers of payment processing, invoicing and accounting systems, customer management systems, access control or security systems, data storage and backup services, and information technology support.
When we use processors, we ensure that data processing agreements are in place, requiring them to keep your data secure, to use it only for the agreed purposes, and to act in accordance with applicable data protection law.
We may also share personal data with professional advisers such as accountants, auditors or legal advisers where this is necessary for our legitimate interests and to fulfil legal or regulatory obligations.
In limited circumstances we may disclose personal data to law enforcement agencies, courts or regulatory authorities when required to do so by law or where disclosure is necessary to protect our rights, property or the safety of individuals.
Data retention
We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, or as required to meet legal, regulatory, tax or accounting obligations.
Customer account and contract information is generally retained for the duration of your relationship with us and for a defined period after your contract ends. This retention period allows us to respond to queries, handle any disputes, meet record keeping obligations and demonstrate compliance.
CCTV footage and access logs are retained for a limited period that reflects our security needs and legal requirements, after which they are securely deleted or overwritten, unless longer retention is required in connection with an incident or investigation.
Where we no longer need personal data for the purposes for which it was collected, and there is no legal requirement to retain it, we take steps to delete it or anonymise it so that you are no longer identifiable.
International transfers
Where we use processors or service providers that store or access personal data outside the United Kingdom, we take steps to ensure that your data is afforded an equivalent level of protection. This may include relying on adequacy regulations, using standard contractual clauses or implementing other recognised safeguards as required by data protection law.
Your data protection rights
As a data subject, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions, but we will always respond to you in accordance with applicable law.
Right of access. You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data together with information about our processing.
Right to rectification. You have the right to ask us to correct or complete personal data that you believe is inaccurate or incomplete.
Right to erasure. In certain circumstances you have the right to request that we delete your personal data. This right may be limited where we need to retain data for legal reasons or legitimate business purposes.
Right to restriction. You may request that we restrict the processing of your personal data in certain circumstances, for example while we are verifying the accuracy of data you believe to be incorrect.
Right to object. You have the right to object to processing that is based on our legitimate interests, including any direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests and rights or where 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 have the right to receive your personal data in a structured, commonly used and machine readable format, and to request that we transmit it 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 any processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your personal data has been handled in a way that does not comply with data protection law.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities or legal requirements. When we make changes, we will revise the date of the latest version and make the updated policy available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.
