Storage Colliers Wood Privacy Policy
This Privacy Policy explains how Storage Colliers Wood collects, uses, stores, and protects personal data relating to customers and prospective customers within our service area. It is intended to provide clear information in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Storage Colliers Wood customers in the area, as well as individuals who contact us regarding our services.
Data Controller
Storage Colliers Wood is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal information 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 or use our storage services:
Identification details such as full name, title, date of birth, and identification document details where required for security and verification purposes.
Contact details such as home or business address, billing address, and communication preferences.
Communication records such as information you provide when you contact us by phone, in person, or via online forms, including queries, complaints, and feedback.
Contract and account details such as storage unit number, access permissions, rental term, pricing, invoices, payment history, and related correspondence.
Payment and billing details such as partial payment card details used for transaction authorisation or other payment method details as required for processing payments, excluding full card numbers that are processed directly by secure payment providers.
Security and access data such as access control identifiers, entry and exit logs, CCTV footage on or near our premises, and incident reports, where necessary to maintain the safety and security of our facilities, staff, and customers.
Technical data such as basic device and browser information and usage data when you visit our online services, to the extent necessary for security, analytics, and service improvement.
How We Use Your Personal Data
We process your personal data for the following purposes:
To provide storage services, including setting up and managing your account, issuing and managing access rights, processing payments, and handling renewals or changes to your agreement.
To communicate with you regarding bookings, contract administration, payment reminders, operational updates, service changes, and customer support.
To maintain security and safety within our premises, including monitoring access, preventing unauthorised entry, protecting stored items, and investigating incidents using access logs and CCTV where appropriate.
To comply with legal and regulatory obligations, including financial reporting, tax requirements, and cooperating with law enforcement or regulatory authorities where we are legally required to do so.
To manage our business operations, including dispute resolution, fraud prevention, service development, and performance monitoring.
To send service-related information or carefully selected marketing communications about our services where permitted, always allowing you to opt out of marketing at any time.
Lawful Basis for Processing
We rely on one or more of the following lawful bases under data protection law when processing your personal data:
Contract: Processing is necessary to enter into and perform a contract with you, including taking steps at your request before entering into a contract. This covers activities such as handling enquiries, setting up your storage agreement, and managing your account.
Legal obligation: Processing is necessary for us to comply with legal obligations, such as tax and accounting requirements, regulatory reporting, and responding to lawful requests from public authorities.
Legitimate interests: We process certain data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include securing our premises and property, managing business risks, improving our services, and preventing fraud or misuse of our facilities.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications where required by law. Where processing is based on consent, you can withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The length of time we retain your data will vary depending on the nature of the data and our legal obligations.
In general, we retain contract and billing information for a number of years after the end of your storage agreement to comply with applicable tax and accounting rules and to handle any potential disputes or claims.
Access logs and security records, including CCTV footage, are typically retained for a shorter period, only as long as needed for security monitoring, incident investigation, and compliance with local regulatory requirements, unless a longer retention is required in connection with an investigation or legal claim.
Where we no longer need to keep your personal data, we will securely delete, anonymise, or irreversibly de-identify it.
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 processors are engaged to support the operation and administration of our services and are required by contract to keep your information secure, use it only according to our instructions, and comply with data protection laws.
Examples of data processors and third party service providers include:
Payment processing providers who handle transactions and card authorisations on our behalf.
IT and cloud service providers who host our systems, databases, and electronic communications.
Security service providers who support access control systems, CCTV management, or incident investigation.
Professional advisers such as accountants or legal advisers, to the extent necessary for the services they provide to us.
We may also need to share personal data with independent controllers in specific situations, such as public authorities, law enforcement, or regulatory bodies where we are legally obliged to do so, or with insurers and legal representatives in connection with claims or disputes.
Where we transfer personal data to recipients outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent measures required by data protection law.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain supplementary information.
Right to rectification: You have the right to request that we correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or if you withdraw consent where consent is the sole lawful basis.
Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as while we are verifying the accuracy of data you believe to be inaccurate.
Right to data portability: Where our processing is based on your consent or on a contract and is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that it is transmitted to another controller where technically feasible.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling, on grounds relating to your particular situation. You also have the right to object at any time to processing of your personal data for direct marketing.
Rights in relation to automated decision making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects or significantly affects you, unless specific conditions are met.
You can exercise your rights by contacting Storage Colliers Wood using the contact details provided in your customer documentation or on our official channels. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or as otherwise required by law.
Security of Your Personal Data
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include controlled access to systems, secure storage methods, staff training, and regular review of our security practices.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Any significant changes will be communicated through our usual customer channels or made available at our premises. The latest version of this Privacy Policy will always apply to the processing of your personal data by Storage Colliers Wood.
