Self Storage Tooting Privacy Policy
This Privacy Policy explains how Self Storage Tooting collects, uses, stores and protects personal data relating to customers and prospective customers in the Tooting area. It also explains the lawful bases on which we process personal data and the rights you have under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all customers, prospective customers and account holders of Self Storage Tooting in the local area, as well as individuals who contact us about our services or visit our premises.
Data Controller
Self Storage Tooting is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed, and we are responsible for ensuring that such processing is carried out in accordance with applicable data protection law.
If you have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or at our premises.
Personal Data We Collect
We collect and process a range of personal data about you in connection with the provision of self storage services. The categories of personal data we may collect include:
Identification details such as full name, date of birth and identification document details where required for verification.
Contact details such as home address, billing address, and communication preferences.
Account and contract information such as unit number, rental agreements, access permissions, and payment history.
Payment information such as partial payment card details or bank details where required for recurring payments, processed securely by our payment providers.
Security and access data such as CCTV footage on or around our premises, access control logs, key or code usage, and records of visits.
Communication records such as emails, letters, online forms, enquiry details and any complaints or feedback you submit to us.
Website usage and technical information such as IP address, device information, and usage data when you access our website or online services, collected through standard logging and cookie technologies.
How We Collect Your Data
We collect personal data directly from you when you:
Enquire about our services by phone, in person or online.
Enter into a storage agreement or other contract with us.
Set up or manage an account with us.
Visit our premises, including car parks and reception areas, which may be monitored by CCTV.
Communicate with us by email, post, telephone or through online forms.
We may also receive personal data about you from third parties, such as credit reference agencies, payment processors or law enforcement bodies, where permitted by law and necessary for our services.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so. Depending on the purpose, we rely on the following lawful bases:
Contract: We process personal data where it is necessary to enter into or perform a contract with you, including setting up your storage unit, managing your account, processing payments and providing customer service.
Legal obligation: We process personal data to comply with legal and regulatory requirements, such as tax, accounting, anti money laundering, fraud prevention and health and safety obligations. This may include retaining certain records and cooperating with law enforcement authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes maintaining the security of our premises with CCTV, managing and improving our services, preventing fraud and ensuring the effective operation of our business.
Consent: In some cases, we may rely on your consent, for example for certain forms of direct marketing or optional cookies on our website. Where processing is based on consent, you have the right to withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage self storage services, including setting up and administering your storage agreement, granting access to units, and handling renewals or terminations.
To process payments, manage invoicing, handle deposits and deal with payment queries or disputes.
To maintain the safety and security of our premises, staff and customers, including through the use of CCTV and access control systems.
To respond to your enquiries, requests for information, complaints or feedback, and to provide ongoing customer support.
To manage our business operations, including maintaining records, performing audits, managing risk, and improving our products and services.
To meet our legal and regulatory obligations, including tax and accounting obligations, and to cooperate with law enforcement or regulatory authorities where required.
To carry out limited direct marketing and customer communications about similar products and services, where permitted by law and subject to your rights to object or opt out.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy and in accordance with data protection law.
We may share personal data with:
Service providers and data processors who act on our behalf, such as payment processors, IT and cloud hosting providers, CCTV and security service providers, accountants and professional advisers. These parties are contractually required to process your data only on our instructions and to implement appropriate security measures.
Law enforcement authorities, regulators, courts and government bodies where required by law or where necessary to protect our rights, property or the safety of our customers and staff.
Debt collection agencies or legal representatives where necessary to enforce contractual rights or recover outstanding sums.
Any third party involved in a business transaction such as a merger, acquisition or sale of assets, in which case personal data may be transferred subject to appropriate safeguards.
Where we use data processors located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or an adequacy decision, in accordance with data protection law.
Data Retention
We keep your personal data for no longer than is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we will retain:
Contract and account data for the duration of your agreement and for a period after it ends, typically up to six years, to comply with legal obligations and to resolve any potential disputes.
Payment and invoicing records for periods required by tax and accounting laws.
CCTV recordings and access control logs for a limited period, typically only as long as needed to investigate incidents, ensure security or comply with law enforcement requests.
Marketing and enquiry data for a limited period, and no longer than is necessary to respond to your enquiry or to manage your marketing preferences.
When personal data is no longer required, we will securely delete or anonymise it.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, encryption where appropriate, staff training and regular review of our security procedures.
While we take reasonable steps to safeguard your personal data, no system is completely secure and we cannot guarantee absolute security of your data during transmission or storage.
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 exemptions, you may have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of any inaccurate or incomplete personal data.
Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected.
Object to the processing of your personal data where we are relying on legitimate interests and you consider that your rights and freedoms override those interests, including the right to object to direct marketing at any time.
Request restriction of processing of your personal data in certain circumstances, for example while we verify the accuracy of data or consider an objection.
Request the transfer of your personal data to you or to 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.
Withdraw consent where we rely on your consent to process your personal data, without affecting the lawfulness of processing before consent was withdrawn.
If you wish to exercise any of these rights, you can contact us using the details provided on our website or at our premises. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office or another supervisory authority where you live or work, if you believe 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 for other operational reasons. Any updated version will be made available at our premises and on our website, and the revised policy will apply from the date it is published.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data at Self Storage Tooting.
