Self Storage Notting Hill Privacy Policy
This Privacy Policy explains how Self Storage Notting Hill collects, uses, stores and protects personal data relating to customers and prospective customers in the Notting Hill area. It is intended to meet the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, making an enquiry, or otherwise interacting with us, you acknowledge that your personal data will be handled in accordance with this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Self Storage Notting Hill customers, former customers, prospective customers, and authorised users of storage units in the Notting Hill area. It covers personal data collected through our premises, telephone communications, written correspondence, online enquiries and any other method by which you communicate or contract with us.
Data Controller
Self Storage Notting Hill 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 collect and process different categories of personal data depending on your relationship with us and the services you use. This may include:
Identification data, such as your full name, title, date of birth and any identification document details you provide to verify your identity.
Contact details, such as your residential address, billing address, and any correspondence address you supply, as well as your email address where provided.
Contract and account data, such as storage unit number, contract start and end dates, payment history, invoices, deposit details, access permissions and authorised contacts on your account.
Payment and transaction data, such as payment method, bank or card details supplied for processing payments, and records of payments received or refunds issued. Where payments are processed via a third party, we only receive limited information required for reconciliation and accounting.
Security and access data, such as records of entry to and exit from the storage facility, access control logs, key or code information and, where in use, closed circuit television recordings and still images captured on our premises.
Communication data, such as records of communications between you and us, including enquiries, complaints, instructions, notes of telephone conversations and copies of letters or other correspondence you send to us.
Marketing preferences, including whether you have consented to receive marketing communications and your preferences in relation to such communications.
How We Collect Your Data
We collect personal data directly from you when you contact us, visit our premises, sign a storage agreement, make a payment, request information, or update your details. We may also receive data about you from third parties where this is required to administer your contract or comply with legal obligations, for example, from payment service providers or law enforcement bodies.
Lawful Basis for Processing
We will only process your personal data where we have a lawful basis under applicable data protection law. Depending on the specific processing activity, we rely on the following lawful bases:
Performance of a contract: We process personal data to enter into and perform our contract with you, including setting up your storage unit, managing your account, facilitating access, processing payments and providing customer service.
Compliance with legal obligations: We process personal data where necessary to meet our legal and regulatory obligations, such as tax and accounting requirements, fraud prevention and responding to lawful requests from public authorities.
Legitimate interests: We process personal data where necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes ensuring the security of our premises, preventing and investigating theft or damage, managing our business operations and improving our services.
Consent: In limited circumstances, we may rely on your consent, for example, for certain types of marketing communications where required by law. Where we rely on consent, you are free to 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 storage services, including setting up your account, managing access to storage units, handling queries and providing customer support.
To process payments, issue invoices, manage debt recovery where applicable and maintain accurate financial records.
To protect the security and integrity of our premises, staff, customers and property, including through the use of access controls and, where installed, surveillance systems.
To administer and improve our business operations, including service monitoring, quality assurance, staff training and internal reporting.
To send service related communications, such as contract updates, changes to terms and conditions, payment reminders and important information regarding access or safety.
To conduct direct marketing where permitted, including informing you of relevant services or offers, subject to your rights to object or withdraw consent.
To comply with legal obligations, respond to legal processes and cooperate with regulatory or law enforcement authorities when lawfully required to do so.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements. In determining appropriate retention periods, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process your data and applicable legal requirements.
In general, we retain customer account and contract information for a period following the end of the contract to address any queries, disputes or claims and to comply with legal and tax obligations. Security and access data, including surveillance recordings where used, are kept for shorter periods unless they are required in connection with an incident, investigation or legal proceedings, in which case they may be retained for longer.
Data Processors and Third Parties
We may share your personal data with carefully selected third party service providers who act as processors on our behalf. These may include payment processing providers, information technology and system support providers, records management providers, professional advisers and security service providers.
Where we use processors, we ensure that they are subject to contractual obligations requiring them to process personal data only on our instructions, to implement appropriate technical and organisational measures to protect your data and to comply with applicable data protection laws.
We may also share personal data with other third parties where required by law, to protect our rights, property or safety, or the rights, property or safety of our customers or others, or in connection with a business sale or restructuring. Any such sharing will be carried out in accordance with applicable legal requirements.
International Transfers
Where we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. These safeguards may include the use of standard contractual clauses or other approved mechanisms. You may contact us for further information about such safeguards where relevant.
Data Security
We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to prevent unauthorised access, unlawful processing, accidental loss, destruction or damage of personal data. These measures may include access controls, encryption, secure storage, staff training and regular review of our security practices.
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. These include:
The right of access: You have the right to request confirmation as to whether we process your personal data and to receive a copy of that data, together with certain information about how it is used.
The right to rectification: You have the right to request correction of inaccurate personal data and completion of incomplete data that we hold about you.
The 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 needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
The right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, for example, while we verify the accuracy of the data or consider an objection you have raised.
The right to data portability: In some circumstances, you have the right to receive personal data that you have provided to us in a structured, commonly used and machine readable format and to transmit that data to another controller.
The right to object: You have the right to object to processing of your personal data where we rely on legitimate interests, including profiling based on those interests, and we will stop processing unless we can demonstrate compelling legitimate grounds. You also have the right to object at any time to processing of your personal data for direct marketing purposes.
The 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. This will not affect the lawfulness of processing carried out before withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our website or at our premises. We will respond to your request in accordance with applicable legal requirements.
You also have the right to lodge a complaint with the Information Commissioner's Office or another relevant supervisory authority if you believe that your data protection rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any changes will be made available through our usual communication channels, and the updated version will apply from the date it is published.
