Self Storage Surrey Privacy Policy
This Privacy Policy explains how Self Storage Surrey collects, uses, stores and shares personal data about individuals who use our self storage services in Surrey and the surrounding 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 Self Storage Surrey customers in our service area, as well as prospective customers, visitors to our premises, and individuals who contact us about our services.
Who we are and scope of this policy
Self Storage Surrey is a provider of self storage units and related services. In relation to the personal data we collect and process about you, we act as the data controller. This means we determine the purposes and means of processing your personal data.
This policy covers all personal data we process in connection with inquiries about our storage units, entering into and managing storage agreements, access to our facilities, billing and payment, marketing communications, and handling complaints or disputes.
Personal data we collect
We may collect and process the following categories of personal data, depending on your relationship with us and how you interact with our services:
Identification and contact details, such as your full name, postal address, contact address, and other basic contact details you provide to us.
Customer account and contract information, such as storage unit number, contract start and end dates, details of services selected, communications about your booking, and your preferences regarding contact and notifications.
Payment and billing information, such as payment history, invoices, details of payments made, and limited payment method information necessary to administer your account. We do not store full payment card details where payments are processed through a secure third party payment provider.
Usage and access data, such as records of when you enter or leave our facilities if access control systems are used, details of any incidents on site, and information relating to compliance with our storage terms and conditions.
Technical information, where you visit our website, such as your internet protocol address, browser type, and basic analytical information about how you use our online services. This is generally collected through cookies or similar technologies.
Correspondence and communications, such as emails, written correspondence, and notes of telephone calls or face to face discussions relating to your account or inquiries.
Security and CCTV data, where relevant, such as video recordings taken on our premises for security and safety purposes. Where used, CCTV is operated in accordance with data protection laws and retained only for a limited period unless required for investigation of an incident.
How we collect your personal data
We collect personal data directly from you when you contact us for a quote, request information, visit our facilities, complete a storage agreement, make a payment, or communicate with us by telephone, in writing, or in person.
We may also collect information from third parties where this is necessary to operate our services or protect our business, such as payment processors, credit reference agencies, or law enforcement where legally permitted.
Lawful basis for processing your data
We process your personal data using one or more of the following lawful bases under the UK GDPR:
Contract. We process personal data when it is necessary to enter into, perform or manage a contract with you. This includes taking steps at your request before entering into a storage agreement, providing access to your unit, and managing billing and payment.
Legal obligation. We process personal data where we are required to do so by law. This may include record keeping for tax or accounting purposes, responding to lawful requests from public authorities, and complying with health and safety or security requirements.
Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. Our legitimate interests include operating and improving our storage business, ensuring the security of our premises and customers property, preventing and detecting fraud or misuse, recovering debts, and managing business risks.
Consent. In limited situations we may rely on your consent, for example for certain direct marketing communications where required by law. Where we rely on consent, you may withdraw it at any time by contacting us or using the unsubscribe option provided.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide storage services, including setting up and administering your storage agreement, managing access to your unit, and handling your inquiries and requests.
To manage billing and payments, including issuing invoices, taking payments, processing refunds where applicable, and managing any unpaid charges.
To communicate with you, including sending information about your account, changes to our terms and conditions, service updates, and responses to your questions or complaints.
To ensure security and safety, including monitoring access to our facilities, investigating incidents or suspected criminal activity, and cooperating with law enforcement where appropriate.
To improve and manage our business, including monitoring service usage, analysing trends, training our staff, and developing new or improved services.
To comply with legal obligations, regulatory requirements, and enforce our contractual rights, including resolving disputes and establishing, exercising or defending legal claims.
Data sharing and processors
We may share your personal data with carefully selected third parties where necessary for the purposes outlined in this policy. These third parties act either as data controllers in their own right or as data processors acting on our behalf.
Categories of data processors we may use include payment processing providers, information technology and cloud service providers, customer relationship management and communication platforms, professional advisers such as accountants or legal advisers, and security or maintenance contractors who may have controlled access to parts of our systems or premises.
Whenever we use data processors, we require them to process personal data only in accordance with our written instructions, to keep it secure, and to comply with applicable data protection laws.
We may also share your data with other third parties where required by law, in connection with legal proceedings, to protect our rights or the rights of others, or in the context of a business sale, merger, or reorganisation, in which case we will ensure appropriate safeguards are in place.
International transfers
Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or where data may be accessed from outside these regions, we will ensure that appropriate safeguards are in place, such as the use of standard contractual clauses or equivalent measures, to protect your personal data in accordance with data protection laws.
Data retention
We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, regulatory, tax, accounting, or reporting requirements.
In general, we retain customer account and contract information for a period after the end of your storage agreement so that we can respond to any questions, handle disputes, comply with legal obligations, and maintain adequate business records. CCTV recordings, where used, are typically retained for a short period unless required in connection with an incident or legal claim.
When personal data is no longer required, we will securely delete or anonymise it.
Your data protection rights
Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.
Right of access. You have the right to obtain confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification. You have the right to ask us to correct 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 or remove your personal data, for example where the data is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.
Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including profiling related to those interests. You also have the right to object at any time to the use of your personal data for direct marketing.
Right to data portability. In certain circumstances, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transfer that data to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdraw it.
How to exercise your rights and complaints
If you wish to exercise any of your data protection rights, or if you have any questions about how we handle your personal data, you can contact us using the contact details provided on our website or in your storage agreement documentation.
If you are not satisfied with our response, you also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
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 changes will take effect when the updated policy is made available to you. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
