Storage Kingston Vale Privacy Policy
This Privacy Policy explains how Storage Kingston Vale collects, uses, stores and shares personal data relating to customers and prospective customers using our storage services in the Kingston Vale area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws, and how you can exercise those rights.
By using our storage services or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy. This policy applies to all Storage Kingston Vale customers and enquirers in the surrounding area, whether you contact us online, by post or in person at our facility.
Who we are and scope of this policy
Storage Kingston Vale is the controller of the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data. This Privacy Policy covers personal data relating to individuals such as customers, prospective customers, guarantors, authorised users of storage units, and any individual contacting us about our services.
Types of personal data we collect
We only collect personal data that is relevant for the provision and management of our storage services and for the proper running of our business. The categories of personal data we may collect include:
Identification and contact details, such as full name, home or billing address, correspondence address, date of birth, and contact details including your preferred method of contact.
Contract and account information, such as storage unit number, contract start and end dates, payment status, correspondence records related to your account, and notes relating to your service preferences.
Payment and billing information, such as billing address, details of payments made, payment method details where necessary to administer recurring payments, and any related transaction information. We do not store full card details when payments are processed through third-party payment providers.
Security and access information, such as vehicle registration details, access records to the facility where recorded as part of our security procedures, door code usage logs, and CCTV footage in and around our premises.
Communication data, such as enquiries, complaints, feedback and other information you choose to provide when you contact us, and our records of the communications we have with you.
How we collect your personal data
We may collect personal data directly from you when you request a quote, make an enquiry, sign a storage agreement, visit our premises, make a payment, or contact us with a question or complaint. We may also collect personal data indirectly, for example when an authorised person acts on your behalf or when security systems such as CCTV record activity on site.
Lawful basis for processing your data
We process personal data only where we have a lawful basis to do so under data protection law. Depending on the specific processing activity, we may rely on one or more of the following lawful bases:
Performance of a contract: When processing is necessary to enter into, manage or perform our contract with you as a storage customer, including setting up your account, providing access to your storage unit and handling billing and payment.
Legal obligation: When we need to process your data to comply with legal and regulatory obligations, such as tax, accounting, fraud prevention and health and safety requirements, and to cooperate with law enforcement and regulatory authorities where required.
Legitimate interests: When it is in our legitimate interests to process your data and those interests are not overridden by your rights and freedoms. This may include maintaining site security and safety, operating and improving our services, preventing non-payment or misuse of units, and keeping appropriate business records.
Consent: In limited cases, we may rely on your consent, for example where required for certain types of optional marketing. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
Purposes for which we use your personal data
We may process your personal data for the following purposes:
To provide and administer storage services, including setting up your account, managing your storage agreement, granting and controlling access, handling renewals or terminations, and communicating with you about your unit.
To process payments, issue invoices, handle refunds and deal with any billing queries or disputes.
To maintain the security and safety of our premises, customers, staff and property, including through access systems, visitor protocols and the use of CCTV where in operation.
To respond to your enquiries, requests and complaints, provide customer support and maintain accurate records of our communications with you.
To manage our business operations, including auditing, quality control, financial reporting, record-keeping, and the exercise or defence of legal claims.
To send you service-related communications that are necessary for the performance of your contract or for safety or legal reasons, such as changes to terms, access information, or important updates about the facility.
Where permitted, to send you information about similar services that may be of interest. You can object to such communications at any time.
Data retention and storage
We retain personal data for as long as it is reasonably necessary for the purposes set out in this Privacy Policy, and to satisfy legal, accounting or reporting requirements. We apply the following general criteria to determine appropriate retention periods:
Customer account data and contract information are kept for the duration of your storage agreement and then for a defined period afterwards, to deal with any queries or disputes, to meet tax and accounting requirements, and to maintain business records.
Payment and transaction records are retained for the period required under applicable tax and financial regulations.
CCTV footage and access logs, where used, are retained for a limited period that is appropriate for security and incident investigation purposes, unless a longer retention is required for the investigation or defence of legal claims.
Enquiry and communication records are kept for a period that allows us to manage our relationship with you, follow up on any issues and maintain business continuity.
When personal data is no longer required for the purposes described, it is securely deleted or anonymised so that it can no longer be associated with an identifiable individual.
Data processors and third parties
We may use carefully selected third-party service providers to process personal data on our behalf. These data processors may provide services such as payment processing, secure data storage, accounting, customer management systems, security systems and professional advisory services.
Where we engage processors, we require them by contract to process personal data only in accordance with our documented instructions, to implement appropriate technical and organisational measures to protect the data, and to maintain confidentiality.
We may also share personal data with other third parties in limited circumstances, for example with professional advisers such as lawyers or accountants, with insurers in relation to claims, with law enforcement or regulatory bodies where required by law, or in connection with the sale or restructuring of our business. In all such cases, we only share the minimum amount of data necessary and take steps to ensure that your rights are protected.
International data transfers
Where personal data is transferred outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law. These safeguards may include standard contractual clauses or other legally recognised transfer mechanisms designed to ensure that your personal data remains protected.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions. They include:
Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with information about how it is used.
Right to rectification: You have the right to request correction of inaccurate personal data and completion of incomplete data that we hold about you.
Right to erasure: In certain circumstances, you may 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.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object: You have the right to object to processing based on our legitimate interests, and we will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims. You always have the right to object to direct marketing.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.
If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. We aim to respond without undue delay and within the time limits set by law.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who have a legitimate business need to know and are subject to confidentiality obligations, as well as implementing suitable physical and electronic safeguards at our facility and in our systems.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations or services. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
