Storage Coulsdon Customer Privacy Policy
This Privacy Policy explains how Storage Coulsdon collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Storage Coulsdon customers in the local area, including individuals and businesses using or enquiring about our storage and related services.
Data Controller
Storage Coulsdon is the controller of the personal data described in this Privacy Policy. As controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you enquire about, use or terminate our services, or otherwise interact with us:
Contact and identity details, such as your name, postal address, billing address, and any identification numbers you choose to provide for verification purposes.
Communication details, such as your preferred contact method and records of communications with us, including enquiries, complaints and feedback.
Account and contract information, such as customer account numbers, contract start and end dates, unit numbers, services taken, payment history, and information related to offers or promotions applied to your account.
Payment and billing information, such as payment method details, payment status, invoices, and records of transactions processed by us or on our behalf by payment processors.
Operational and security data, such as access logs for our premises or storage units, CCTV footage where installed for security and safety, and records of visits or deliveries related to your storage.
Technical and usage data, such as information about how you use our website or online services, including log data and device information, where collected by our systems or service providers.
How We Collect Your Data
We collect personal data in various ways, including:
Directly from you when you contact us, request a quote, make a booking, sign a contract, make a payment, visit our site or communicate with our staff.
Automatically when you visit our premises where security systems such as CCTV or access control are in operation.
Through our website or other online services, where technical data is collected as part of normal operation or to improve our services.
From third parties where lawful and appropriate, such as payment processors, referencing agencies if applicable, or service providers who support our business operations.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, this may include:
Contract. We process your data where it is necessary to enter into or perform a contract with you, for example to provide storage services, manage your account, process payments, handle queries and administer your booking.
Legal obligation. We process certain data to comply with our legal and regulatory obligations, such as record-keeping, tax reporting, health and safety requirements, and cooperating with lawful requests from authorities.
Legitimate interests. We process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, ensuring security and safety on our premises, preventing and detecting crime or fraud, and maintaining accurate business records.
Consent. In limited circumstances, we may process your data based on your consent, such as for certain types of marketing or optional services. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide storage and related services to you, including setting up and managing your account, allocating storage units, arranging access and handling customer service queries.
To administer contracts and billing, including issuing invoices, taking payment, managing arrears, applying offers or discounts and communicating with you about your account.
To ensure the safety and security of our premises, customers, staff and property, including through access control, security records and, where used, CCTV monitoring.
To communicate with you about your contract, service changes, operational notices, legal updates and any issues affecting your use of our facilities.
To maintain and improve our services and internal processes, including staff training, quality assurance, and analysis of service usage.
To comply with legal and regulatory obligations and to establish, exercise or defend legal claims where necessary.
Data Retention
We keep personal data for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.
Customer account and contract records are generally retained for a period after the end of your contract to deal with queries, disputes or legal claims and to comply with statutory retention requirements.
Financial and transaction information is retained in line with legal and tax obligations.
Security records, including access logs and CCTV footage where applicable, are kept for a limited period that reflects our security and operational needs, unless longer retention is required for the investigation of an incident or for legal reasons.
When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with you.
Data Processors and Sharing
We may share your personal data with trusted third parties who act as processors on our behalf and process data only in accordance with our instructions and applicable law. These may include:
Payment service providers who process payments and manage transactions.
IT and system support providers who host, maintain or support our software, storage, security or communication systems.
Professional advisers such as accountants, auditors or legal advisers, to the extent necessary for the services they provide.
Security and facility management providers who support the operation and safety of our premises.
We may also need to share personal data with other third parties where required by law, to protect our rights, or to assist in the prevention and detection of crime or fraud. In such cases, we will ensure that any sharing is lawful and limited to what is necessary.
International Transfers
Where we or our processors transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to provide a level of protection essentially equivalent to that in the UK.
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 include:
Right of access. You can request confirmation that we process your personal data and obtain a copy of that data, along with certain information about how it is used.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you can request that we delete your personal data. This is not an absolute right and may not apply where we need to keep data for legal or contractual reasons.
Right to restriction. You can ask us to restrict the processing of your data in certain situations, for example while we are verifying its accuracy or considering an objection.
Right to object. You can object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or the processing is for the establishment, exercise or defence of 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 data in a structured, commonly used and machine-readable format, or that we transmit it to another controller, where technically feasible.
Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. This will not affect processing carried out before withdrawal.
You also have the right to lodge a complaint with the UK supervisory authority if you are concerned about how we handle your personal data.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures are reviewed and updated periodically to reflect developments in technology and changes in our operations.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our services or applicable law. Any updated version will apply to all Storage Coulsdon customers in the area from the date it is issued. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
