Storage Hadley Wood Privacy Policy
This Privacy Policy explains how Storage Hadley Wood collects, uses and protects personal data relating to its customers and prospective customers in the surrounding area. It is intended to comply with the requirements of the UK General Data Protection Regulation and associated data protection laws. By using our storage services or contacting us about those services, you acknowledge that you have read this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Storage Hadley Wood customers and prospective customers in our service area, including individuals and businesses who enquire about, use or have used our storage facilities or related services. It covers personal data processed in connection with enquiries, bookings, contracts, payments and ongoing customer relationships.
Who we are and our role
Storage Hadley Wood is the organisation responsible for determining how and why your personal data is processed when you interact with us as a customer or potential customer. For the purposes of data protection law, Storage Hadley Wood acts as the data controller for this processing. We may work with third party service providers who act as data processors on our behalf. They are only permitted to use your personal data in line with our written instructions and applicable law.
Personal data we collect
We collect and process different types of personal data depending on your relationship with us and how you interact with our services. The categories of data we may collect include:
Identification and contact details, such as your name, postal address, billing address, and other basic contact information you choose to provide to us when making an enquiry, placing a booking or signing a storage agreement.
Account and contract information, including information about the units or services you have booked, contract start and end dates, terms of your storage agreement, and correspondence relating to bookings and service changes.
Payment and transaction data, such as information relating to invoices, payments received, outstanding balances, payment methods and transaction history for your account. We do not store full payment card details when a separate secure payment processor is used; we receive confirmation that a payment has been authorised or declined and retain necessary transaction records.
Communication data, including information contained in emails, letters, forms, or messages you send to us, as well as notes of conversations and enquiries, feedback or complaints you share with us.
Security and access information, which may include records of visits to our site such as time and date of access, unit numbers, and in some cases images captured by on-site CCTV systems used to help protect our property, customers and staff.
Technical usage data, such as basic information provided by your browser or device when you visit our website, which may include your IP address, browser type, device characteristics and pages visited. This helps us to administer and improve our website and services.
How we use your personal data
We use the personal data we collect for the following main purposes:
To respond to your enquiries, provide quotations, process bookings and set up customer accounts, including verifying your details and confirming availability of storage space.
To manage and fulfil storage agreements and related services, including administering your contract, communicating with you about your unit, handling changes to your services and providing customer support.
To process payments, issue invoices, manage billing queries, and maintain accurate financial and accounting records relating to your use of our services.
To ensure the security and safety of our premises, units, staff and customers, including managing controlled access systems, investigating incidents, and using CCTV for security and crime prevention.
To communicate important service information, such as changes to terms and conditions, updates on facility access, or material changes to this Privacy Policy.
To comply with legal and regulatory requirements, including obligations relating to taxation, accounting, record keeping, prevention of fraud and responding to lawful requests from regulatory or law enforcement authorities.
To improve our services and business operations, including monitoring service usage, reviewing feedback, analysing trends and planning capacity and future services.
Lawful basis for processing
We will only process your personal data where we have a lawful basis under data protection law. Depending on the specific processing activity, we rely on the following lawful bases:
Performance of a contract, where processing is necessary to provide you with storage services, manage your account, handle your bookings and communicate with you in relation to your contract.
Compliance with legal obligations, where processing is required to meet our legal and regulatory duties, such as keeping accounting and tax records or cooperating with lawful requests from public authorities.
Legitimate interests, where we process your data for purposes that are necessary to operate and protect our business and services, such as maintaining site security, preventing fraud, managing customer relationships and improving our services, provided these interests are not overridden by your rights and freedoms.
Consent, in limited circumstances where we ask for your permission to use your data for a specific purpose not covered by the above bases. Where we rely on consent, you can withdraw it at any time by contacting us, and this will not affect the lawfulness of processing carried out before consent was withdrawn.
Data retention
We keep personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements. In determining appropriate retention periods, we consider the nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data and any applicable legal requirements.
In general, we retain customer account and contract information for a period after your storage agreement ends, to enable us to respond to queries, manage any disputes, comply with tax and accounting obligations and demonstrate proper administration of our services. CCTV footage and security logs are typically retained for a shorter period unless required for the investigation of a specific incident. When personal data is no longer required, we will securely delete or anonymise it.
Data processors and sharing of data
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These service providers assist us in delivering our services and may include companies providing secure payment processing, customer management systems, IT hosting, data storage, maintenance services, and professional advisers such as auditors or accountants.
Each processor is required to handle your personal data only in accordance with our documented instructions, to maintain appropriate security measures and to comply with applicable data protection laws. We do not allow our processors to use your personal data for their own independent purposes.
We may also share your personal data where required by law or where we reasonably believe it is necessary to protect our rights, safety or property or that of our customers or third parties. This may include sharing information with law enforcement or regulatory authorities when we are legally obliged to do so.
We do not sell your personal data and we do not share it with third parties for their own direct marketing purposes.
International transfers
Where any of our service providers or their systems are located outside the United Kingdom, we take steps to ensure that your personal data is protected with appropriate safeguards. This may include the use of standard contractual clauses or reliance on other recognised transfer mechanisms that provide an adequate level of protection under data protection law.
Your data protection rights
Under data protection law, you have a number of rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, these may include:
The right of access, which allows you to request confirmation of whether we process your personal data and, if so, to receive a copy of that data together with information about how we use it.
The right to rectification, which allows you to request correction or completion of personal data that is inaccurate or incomplete.
The right to erasure, sometimes called the right to be forgotten, which allows you to 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 obligation to retain it.
The right to restriction of processing, which allows you to request that we limit the way we use your data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised.
The right to object to processing, where you can ask us to stop processing your personal data based on our legitimate interests, unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is necessary for legal claims.
The right to data portability, which allows you to request that we provide certain personal data to you or another organisation in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.
You also have the right to withdraw consent to any processing that relies on your consent, at any time.
If you wish to exercise any of these rights, or if you have questions about how we handle your personal data, you can contact us using our usual contact details. We may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.
Security of your data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, use, disclosure, alteration or destruction. These measures may include access controls, security systems at our premises, encryption, secure storage and staff training on data protection responsibilities. While we take reasonable steps to safeguard your data, no system can be completely secure, and you should take care when sharing personal information with us.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data or legal requirements. When we make material changes, we will take reasonable steps to bring the updated policy to your attention. The most current version of the Privacy Policy applies to our processing of your personal data.
