Storage Harlesden Privacy Policy
This Privacy Policy explains how Storage Harlesden collects, uses, stores, and protects personal data relating to customers and prospective customers in the Harlesden area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Storage Harlesden customers in the local area, as well as individuals who make enquiries, request quotes, visit our premises, or otherwise interact with us in relation to our storage services.
Data Controller
Storage Harlesden is the data controller in respect of the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with applicable data protection law.
Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on your relationship with us and the services you use:
Identity information, such as full name, title, date of birth, and proof of identity details contained in official documents that you provide to us in the course of setting up or managing a storage agreement.
Contact details, such as home or business address, billing address, and any contact information you choose to provide to us for communication and billing purposes.
Contract and account information, such as storage unit numbers, rental agreements, payment history, service preferences, move in and move out dates, and records of communications with us about your account.
Payment and billing information, such as partial payment card details or bank details that you provide for processing payments, as well as records of invoices, receipts, and account balances. We do not store full payment card details when payment is taken through secure payment processors.
Security and access information, such as vehicle registration numbers that you provide, access codes, access logs, and CCTV footage recorded in and around our premises, where such systems are in place for security and safety purposes.
Communications and enquiries, such as information contained in emails, letters, forms, and other communications you send to us, as well as records of telephone enquiries where we maintain call logs or notes.
Technical and usage data, where relevant, such as information relating to your use of any online platforms or tools we operate for the management of your account, including log in times and basic device information.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quote, sign a storage agreement, make a payment, visit our premises, or otherwise interact with us. We may also receive personal data about you from third parties, for example from payment processors in relation to completed or failed transactions, or from law enforcement or public authorities where they are lawfully entitled to share information with us.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we may rely on one or more of the following lawful bases:
Contractual necessity, where processing is required to enter into a storage agreement with you or to perform our obligations under an existing agreement, such as setting up your account, managing your storage unit, and processing your payments.
Legitimate interests, where we have a legitimate interest in operating, improving, and securing our services, and where those interests are not overridden by your rights and interests. This may include our legitimate interest in securing our premises, preventing fraud, managing our business operations, and communicating important service information to you.
Legal obligations, where we must process your personal data to comply with applicable laws and regulations, such as tax, accounting, and health and safety requirements, as well as obligations to cooperate with competent authorities.
Consent, where you have given your clear consent for us to process your personal data for a specific purpose that is not covered by the other lawful bases. Where we rely on consent, you may withdraw your consent at any time, without affecting the lawfulness of processing carried out before you withdraw consent.
How We Use Your Personal Data
We use your personal data for the following purposes, to the extent permitted by law and supported by a lawful basis:
To provide and administer storage services, including creating and managing your customer account, allocating storage units, verifying your identity, handling bookings and renewals, and coordinating move in and move out procedures.
To process payments and manage billing, including issuing invoices and receipts, collecting payments, handling refunds or credits, and managing any debt recovery procedures where necessary.
To communicate with you, including responding to enquiries, sending service related updates about your storage unit, informing you about changes to our terms or policies, and dealing with feedback or complaints.
To maintain security and safety, including controlling access to our premises, monitoring the use of facilities, protecting our property and the property of our customers, and investigating security incidents or suspected unlawful activity.
To comply with legal and regulatory requirements, including maintaining records for tax and accounting purposes, complying with health and safety obligations, and cooperating with law enforcement agencies or regulatory bodies where we are legally required to do so.
To manage and improve our business, including maintaining accurate internal records, conducting internal audits, analysing service usage, and improving the operation of our storage services.
Data Sharing and Processors
We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy, and only where such sharing is supported by a lawful basis. These third parties may act as data processors on our behalf, or as separate data controllers.
Typical categories of data processors we may use include secure payment processors that handle card or bank transactions on our behalf, providers of accounting or invoicing systems that assist us in managing our financial records, and providers of IT, security, and facility management services that support the operation and safeguarding of our premises and systems.
Where we engage data processors, we ensure that appropriate contractual and technical safeguards are in place to protect your personal data, and that processors only act on our instructions and only process your data for the purposes we specify.
We may also disclose your personal data to professional advisers such as accountants or legal advisors, to law enforcement agencies, regulators, or other public authorities where we are legally required or permitted to do so, and to third parties in connection with a reorganisation, merger, or other business transaction affecting Storage Harlesden, to the extent permitted by law.
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 applicable data protection law. This may include the use of standard contractual clauses or other recognised safeguards. You may contact us for further information about international transfers where they occur.
Data Retention
We retain your 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 general, we retain customer account and contract information for the duration of your agreement with us and for a period following the end of the agreement as required to resolve disputes, enforce our rights, respond to queries, and comply with our legal and regulatory obligations. Payment and invoicing records are retained for the periods required by applicable tax and accounting laws.
Security related data such as access logs and CCTV footage is retained for a limited period that is appropriate for security and incident investigation purposes, unless a longer retention period is required due to a specific incident or legal requirement.
When personal data is no longer required for the purposes for which it was collected, and no longer needs to be retained to comply with legal obligations, we will take reasonable steps to securely delete or anonymise it.
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. These rights include:
The right of access, which allows you to request confirmation of whether we process personal data about you and to obtain a copy of that data, along with certain information about how it is processed.
The right to rectification, which allows you to request that inaccurate or incomplete personal data we hold about you is corrected or updated.
The right to erasure, also known as the right to be forgotten, which allows you to request the deletion of your personal data where there is no good reason for us to continue processing it, subject to legal and contractual obligations.
The right to restriction of processing, which allows you to request that we limit the processing of your personal data in certain circumstances, for example while we are verifying the accuracy of data or assessing an objection you have raised.
The right to object, which allows you to object to certain types of processing based on our legitimate interests, including profiling related to those interests. We will stop processing your data for those purposes unless we can demonstrate compelling legitimate grounds to continue.
The right to data portability, which allows you, in certain circumstances, to receive personal data that you have provided to us in a structured, commonly used, and machine readable format, and to request that we transmit that data to another controller where technically feasible.
The right to withdraw consent, where we rely on your consent to process your personal data. You may withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, the supervisory authority is the Information Commissioner's Office.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage systems, staff training on data protection, and regular review of our security procedures. While we take reasonable steps to safeguard your data, no system can be completely secure, and we cannot guarantee absolute security of information transmitted or stored electronically.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our internal practices, or applicable laws and regulations. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process and protect your personal data.
