Storage White City Privacy Notice
This Privacy Notice explains how Storage White City collects, uses, stores and protects personal data relating to individuals who use our storage services in the White City area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope of this Privacy Notice
This Privacy Notice applies to all Storage White City customers, prospective customers and authorised users of storage units and related services in the White City area. It covers personal data collected through our premises, our website, written correspondence and any other communication channels used to manage your storage arrangements.
Who is the data controller
Storage White City is the data controller for the personal data described in this Privacy Notice. This means we determine the purposes and means of processing your personal data in connection with the provision of storage and associated services.
Categories of personal data we collect
We may collect and process the following categories of personal data about you:
Identification and contact details such as full name, postal address, billing address, date of birth, and contact details including general communication channels you choose to provide.
Contract and account information such as customer reference numbers, storage unit numbers, access permissions, details of your storage agreement, payment history and correspondence relating to your account.
Payment and transaction information such as payment method details limited to what is necessary to process your payments, transaction amounts, dates and billing-related information. Where payments are processed by a payment service provider, only limited tokenised or confirmation data is retained by us.
Security and access information such as CCTV footage recorded on and around our premises, access logs for entry systems, times and dates of access to units, vehicle registration numbers where recorded for security purposes and records of security incidents.
Communication data such as records of enquiries, complaints, feedback and any other communications you send to us, including information you provide when updating your details or exercising your data protection rights.
How we collect your personal data
We collect personal data directly from you when you make an enquiry, request a quote, sign a storage agreement, make a payment, visit our facilities, contact us with questions, or otherwise interact with us in relation to our services.
We may also receive personal data about you from third parties, for example from payment service providers, credit reference agencies where relevant for identity checks and from individuals who authorise you to access a storage unit.
Lawful bases for processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the specific processing activity, we may rely on one or more of the following lawful bases:
Contract: We process personal data to enter into and perform our contract with you, including setting up your account, providing storage services, managing access to your unit, processing payments, communicating with you about your contract and handling queries related to your agreement.
Legal obligation: We process personal data where necessary to comply with our legal and regulatory obligations, for example in relation to tax, accounting, prevention and detection of fraud or other unlawful activity, and responding to lawful requests from law enforcement or regulatory authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and freedoms. This includes securing our premises and property through CCTV and access controls, recovering debts, improving our services, managing our business operations and protecting our legal rights.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of direct marketing where required by law. Where processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.
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 storage unit, managing access, administering your account and handling renewals, transfers or terminations.
To process payments, issue invoices, manage billing queries and maintain appropriate financial records.
To verify identity, prevent fraud and enhance the security of our premises, customers and staff through access controls, CCTV monitoring and incident investigation.
To communicate with you about your agreement, including service updates, changes to terms, notices about payments due, and important information about access or safety at our facilities.
To manage queries, complaints and disputes, and to enforce our contractual rights where necessary, including debt recovery.
To comply with legal and regulatory obligations, respond to lawful requests from public authorities and maintain appropriate business records.
Data sharing and processors
We do not sell your personal data. We share personal data only where necessary and in accordance with data protection law.
We may share personal data with carefully selected third party service providers who act as data processors on our behalf. These may include providers of payment processing services, customer relationship management systems, data storage and backup, security and CCTV system maintenance, and professional advisers such as accountants or legal advisers. These processors are only permitted to process personal data in accordance with our documented instructions and are required to implement appropriate security measures.
We may also share personal data with other third parties where required by law or where necessary to protect our rights, customers, staff or property. This may include law enforcement agencies, regulatory authorities, courts and debt recovery agencies.
Where we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to protect your data in accordance with data protection law.
Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.
In general, we retain customer account and contract information for a period after the end of your agreement, to respond to queries, manage any disputes and comply with statutory retention obligations. Payment records and invoices are typically retained for the period required by tax and accounting laws.
CCTV footage and access logs are retained for a shorter period, limited to what is necessary for security monitoring, incident investigation and the protection of our premises, unless a longer retention period is required in connection with a specific investigation or legal claim.
When personal data is no longer needed, it will be securely deleted, anonymised or otherwise removed from our systems in a way that ensures it cannot be reconstructed or read.
How we protect your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, security monitoring, staff training, physical security at our facilities and the use of secure systems for storing and transmitting data.
We regularly review our security measures and update them where necessary to reflect changes in technology, legal requirements and best practice.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: You have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data and certain additional information.
Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or completed.
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 where you withdraw consent and there is no other lawful 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 circumstances, such as while we verify the accuracy of the data or consider an objection you have raised.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling, and to object to processing for direct marketing at any time.
Right to data portability: Where processing is based on consent or on a contract and is carried out by automated means, you have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and, where technically feasible, to have that data transmitted directly to another controller.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can address any concerns.
Children
Our services are not directed to children and we do not knowingly enter into storage agreements with individuals under the age of eighteen. If we become aware that we have collected personal data from a child without appropriate authorisation, we will take steps to delete that information.
Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our practices, legal requirements or service offerings. Any material changes will be communicated in an appropriate manner. The current version of this Privacy Notice applies to all Storage White City customers in the White City area.
