Self Storage Ruislip Privacy Policy
This Privacy Policy explains how Self Storage Ruislip collects, uses, stores and protects your personal data. It also describes your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Self Storage Ruislip customers and prospective customers in the surrounding area who use or enquire about our storage services.
Who We Are And Scope Of This Policy
Self Storage Ruislip provides self storage units and related services to individual and business customers. In relation to the personal data we collect about you, we act as the data controller. This means we determine the purposes and means of processing your personal information.
This Privacy Policy applies to personal data collected in connection with our services, including when you contact us, request a quote, make a booking, visit our premises, or otherwise interact with us as a customer or potential customer.
Types Of Personal Data We Collect
We may collect and process the following categories of personal data:
Identification and contact details such as your name, postal address, date of birth, and contact details including your communication preferences.
Contract and account details such as storage unit number, contract start and end dates, billing history, payment status and records of your communications with us.
Payment and transaction information such as payment method details as processed by our payment providers, amounts paid, due dates and invoices. We do not store full card details within our own systems.
Verification and security information such as copies of identification documents where required for fraud prevention and security, vehicle registration numbers and access logs for our premises.
Usage and interaction data such as enquiry details, quote requests, feedback, complaints and records of visits or calls to our premises where logged for service and security purposes.
CCTV images where you enter areas covered by our security cameras. These images may record your appearance, your vehicle and movements on site.
How We Collect Your Data
We collect personal data directly from you when you request information, complete a booking, sign a contract, make a payment, visit our facility, or contact us by any means of communication.
We may also receive personal data from third parties such as payment service providers and credit reference or fraud prevention agencies where lawful and necessary for our services.
Lawful Basis For Processing Your Data
We process your personal data only where we have a lawful basis under data protection laws. The main lawful bases we rely on are:
Contract. We process your data to take steps at your request before entering into a contract and to perform our contract with you. This includes managing your booking, providing storage services, communicating with you about your unit and handling payments.
Legal obligation. We process certain data to comply with legal and regulatory obligations, including accounting requirements, tax rules, prevention of fraud and crime, and responding to requests from authorities where legally required.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This includes ensuring the security of our premises, preventing non payment, improving our services, managing business operations and maintaining appropriate records.
Consent. In limited cases we may rely on your consent, for example for certain forms of direct marketing that are not based on our legitimate interests. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide and manage your storage services, including setting up and administering your account, managing access to your unit and providing customer support.
To process payments, issue invoices, collect outstanding amounts and maintain accurate financial records.
To verify your identity, prevent fraud and protect the security of our premises, customers and staff.
To communicate with you regarding your contract, service updates, changes to our terms, and important information about our facility.
To handle your enquiries, requests, complaints or feedback and to improve our services based on the information you provide.
To comply with legal and regulatory obligations, including retaining certain records for specified periods.
To send you information about similar services that may be of interest to you, where this is permitted by law and you have not opted out of receiving such communications.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.
Customer and contract records are generally retained for the duration of your contract plus a period afterwards to deal with any queries, disputes or legal claims, in line with applicable limitation periods and regulatory requirements.
Payment and transaction records are kept for the periods required by tax and accounting regulations.
CCTV footage is kept for a limited period, typically only long enough to investigate incidents, ensure security and assist law enforcement where required, after which it is securely deleted or overwritten unless it needs to be retained for a specific investigation.
Where data is no longer required, it will be securely deleted, anonymised or destroyed.
Sharing Your Personal Data And Use Of Processors
We do not sell your personal data. We may share your information with third parties where necessary and lawful. These may include:
Service providers acting as data processors who provide services such as payment processing, secure data storage, IT support, customer management systems and CCTV maintenance. These processors may only process your data on our instructions and must protect it appropriately.
Professional advisers including accountants, auditors or legal advisers where necessary for the management of our business, the defence or exercise of legal claims, or to comply with regulatory obligations.
Law enforcement agencies, regulators and other authorities where we are required or permitted to do so by law, or where disclosure is necessary to protect the rights, property or safety of our customers, staff or the public.
Debt collection agencies or similar bodies where necessary to recover unpaid charges in line with our contractual rights and legal obligations.
Where we use data processors, we enter into written agreements requiring them to handle your personal data in compliance with data protection laws and to keep it secure.
International Transfers
Our primary data processing activities are intended to take place within the United Kingdom or the European Economic Area. If we ever need to transfer personal data to a country that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally approved mechanisms, and we will take steps to ensure your rights remain protected.
How We Protect Your Data
We take appropriate technical and organisational measures to safeguard your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include secure storage systems, access controls, staff training, appropriate data handling procedures and routine security reviews.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how we use it.
Right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure. You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to continue processing it.
Right to restrict processing. You can ask us to restrict or limit the processing of your personal data in specific situations, such as where you contest its accuracy or have objected to our use of it.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing based on those interests.
Right to data portability. You can request that we provide certain personal data in a structured, commonly used and machine readable format, or transfer it to another controller where technically feasible and where the processing is based on consent or contract and carried out by automated means.
Right to withdraw consent. Where we rely on your consent, you may withdraw it 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 the relevant data protection supervisory authority if you believe your personal data has not been handled in accordance with applicable law.
Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any updated version will be made available to customers and will apply from the date it is issued. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
