Privacy Policy - Southhornchurch Storage

This Privacy Policy explains how Southhornchurch Storage collects, uses, shares, stores, and protects personal data relating to customers, prospective customers, visitors, and other individuals whose information we process. It applies to all Southhornchurch Storage customers in area and to any person who interacts with our storage services, whether in person, by phone, by email, or through other communication channels. We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the personal data that is necessary for operating our storage services, managing accounts, meeting legal obligations, and protecting our business and customers. The types of data we may collect include:

Identity information such as your name, date of birth, and identification details where required.
Contact information such as address, email address, and telephone number.
Account information including booking details, unit allocation, payment records, invoices, and correspondence.
Security information such as access logs, CCTV recordings, alarm records, key or access credentials, and incident reports.
Financial information such as billing details, transaction history, and payment status.
Communications including messages, complaint records, service requests, and any other information you choose to provide.

In limited circumstances, we may also process information relating to emergency contacts or authorised representatives where this is necessary for account management or security purposes.

2. How We Collect Your Data

We collect personal data directly from you when you enquire about our services, sign a rental agreement, make a payment, submit identification, communicate with us, or use a storage unit. We may also collect data automatically when you enter or leave our premises through security systems, access controls, or CCTV. In some cases, we may receive data from third parties such as payment providers, insurers, identity verification services, debt recovery agents, or legal advisers where necessary for the provision of our services or compliance with legal requirements.

3. Why We Use Your Data

We process personal data for specific, legitimate purposes connected with the operation of Southhornchurch Storage. These include:

setting up and managing customer accounts;
providing storage services and maintaining site security;
processing payments, refunds, and account statements;
communicating about contracts, service changes, and customer support matters;
preventing fraud, misuse, theft, damage, or unlawful activity;
meeting legal, tax, accounting, insurance, and regulatory obligations;
enforcing contractual rights and resolving disputes;
improving our services, internal processes, and safety procedures.

We only use personal data in ways that are compatible with the purpose for which it was collected, unless we have a lawful reason to use it for another legitimate and compatible purpose.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. Southhornchurch Storage relies on the following bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as providing storage space, managing your account, and administering billing.

Legal Obligation

We process data where required to comply with legal duties, including tax records, accounting obligations, fraud prevention, health and safety requirements, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is in our legitimate interests or the legitimate interests of a third party, provided those interests do not override your rights and freedoms. This may include protecting property, managing security, improving our services, or handling disputes. Where we rely on legitimate interests, we assess the impact on your privacy and ensure appropriate safeguards are in place.

Consent

Where we rely on your consent for a specific activity, such as certain marketing communications where required, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We do not sell personal data. We may share data only when necessary and only with trusted third parties acting as processors or, in some cases, as independent controllers. Processors handle data on our behalf and are contractually required to protect it and use it only for our instructions.

Examples of processors or service providers may include:

payment processing providers for card and bank transactions;
IT and cloud storage providers that support our systems and records;
security service providers, including CCTV and access control suppliers;
accounting, auditing, and administrative service providers;
professional advisers such as legal or insurance advisers;
debt recovery or collections specialists where accounts are overdue;
identity verification or fraud prevention services, where needed.

We may also disclose data to law enforcement, regulators, insurers, courts, or other public bodies where required by law or necessary to protect our rights, customers, employees, or property.

6. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are used to protect the information. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful mechanisms recognised under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes set out in this policy and to meet legal, regulatory, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reason for processing.

As a general approach:

Customer account records are retained for the duration of the contract and for a period afterwards to manage disputes or legal claims.
Payment and accounting records are retained for the period required by tax and accounting laws.
Security records such as CCTV or access logs are retained only for as long as necessary for safety, security, investigation, or incident management.
Correspondence and complaint records are retained while relevant to service delivery and for a reasonable period after closure.

When data is no longer needed, we will securely delete, anonymise, or destroy it in accordance with our retention procedures.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to legal limits, these rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

9. Security of Personal Data

We take the protection of personal data seriously and use appropriate technical and organisational measures to guard against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, staff confidentiality obligations, secure storage, monitoring, encryption where appropriate, and regular reviews of our processes. While we work to protect your data, no system can be guaranteed completely secure.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data directly from children unless it is necessary for a specific lawful purpose and appropriate safeguards are in place. If we become aware that we have collected data unlawfully, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Our Commitment

Southhornchurch Storage is committed to processing personal data responsibly, securely, and in a manner that respects your privacy. We aim to keep our data practices lawful, transparent, and proportionate, using only the information we need to provide reliable storage services and protect the interests of our customers and our business.

By using our services, you acknowledge that we may process your personal data as described in this Privacy Policy and in accordance with applicable data protection law.