Storage Gipsy Hill Privacy Policy
This Privacy Policy explains how Storage Gipsy Hill collects, uses, stores, and protects personal data relating to our storage services. It applies to all Storage Gipsy Hill customers in our service area, as well as prospective customers who contact us for information or quotations. We are committed to processing personal data in a lawful, fair, and transparent manner and in accordance with the General Data Protection Regulation and applicable UK data protection law.
Who this policy applies to
This Privacy Policy applies to individuals who use or enquire about our storage services, including but not limited to private individuals, business contacts, account holders, authorised persons on an account, and visitors to our premises where personal data is collected. By using our services, you acknowledge that you have read and understood this Privacy Policy.
What personal data we collect
We only collect personal data that is necessary for providing and managing our storage services and running our business. The types of personal data we may collect include:
Identification data such as full name, title, date of birth, and identification document details where required for security or legal reasons.
Contact details such as residential address, billing address, and general correspondence address, together with information you provide to update these details.
Communication data such as records of your communications with us, including enquiries, service requests, complaints, and notes from telephone or in-person conversations relevant to your account.
Contract and account data such as storage unit details, rental period, pricing, payment history, deposit information, and terms agreed between you and Storage Gipsy Hill.
Payment and transaction data such as payment status, method of payment, and transaction references. We do not store full payment card details; where card details are processed, this is handled by accredited payment processors.
Security and access data such as CCTV images from our premises, access logs to storage units where these are monitored, vehicle registration details when entering our site, and incident reports related to safety and security.
Technical data such as basic device and browser information, IP address, and basic usage information where collected through our online services, for example when you complete a contact or quotation form.
How we collect personal data
We collect personal data in several ways, depending on how you interact with us. This includes:
When you contact us directly by phone or in person to request a quotation, make a booking, or ask a question about our services.
When you complete paper or electronic forms, such as storage agreements, check-in forms, or change of details forms.
When you make payments to us or when we process refunds or deposits related to your account.
When you visit our premises, where CCTV and access control systems operate for security and safety purposes.
When you use our online tools and forms, for example to make an enquiry, request a call back, or manage aspects of your account online.
From third parties where lawful, such as references from business partners, professional advisers, or debt collection agencies acting on our behalf.
Lawful basis for processing your data
We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: We process personal data where it is necessary to enter into a storage agreement with you or to perform our contract with you. This includes setting up and managing your account, arranging storage, processing payments, and communicating with you about your booking or account.
Legal obligation: We process personal data where necessary to comply with legal and regulatory obligations, such as maintaining accurate records for tax, fraud prevention, law enforcement enquiries, and health and safety duties.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your rights do not override those interests. This includes ensuring the security of our premises, preventing and investigating theft or damage, improving our services, managing business operations, and defending legal claims.
Consent: In some limited situations, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you can withdraw it at any time by contacting us.
How we use your personal data
We use your personal data for the following purposes:
To provide storage services to you, including handling enquiries, making reservations, setting up and administering your account, and managing your contract.
To process payments, deposits, and refunds, and to maintain accurate financial and transaction records.
To contact you about your storage unit, including access information, renewals, changes to terms, operational notices, or any issues related to the safety and security of your belongings.
To maintain the security and integrity of our premises, units, staff, and customers, including through CCTV monitoring and access management.
To manage and improve our services and operations, including staff training, auditing, quality control, and planning future service offerings.
To comply with applicable laws and respond to lawful requests from public authorities, regulators, and law enforcement.
To manage and resolve disputes, complaints, or legal claims, and to enforce our contractual rights.
Sharing your personal data with processors and other recipients
We do not sell your personal data. We may share your personal data with third parties where necessary and lawful, including:
Service providers acting as data processors, who process data on our behalf and under our instructions. These may include payment processing providers, IT and cloud service providers, document and data storage providers, CCTV and security system providers, and professional advisers such as accountants or legal advisers.
Business partners and contractors where they are involved in delivering part of the services you receive, for example removal firms or maintenance contractors who may require limited information to perform their tasks.
Public authorities, regulators, and law enforcement agencies where we are legally required or permitted to do so, or where disclosure is necessary to protect our rights, your safety, or the safety of others.
Debt recovery agencies or legal representatives for the purpose of collecting outstanding payments or managing legal proceedings, where necessary and proportionate.
Whenever we use processors, we ensure appropriate contractual and security safeguards are in place, and processors are not permitted to use your data for their own purposes.
Data retention and storage
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and our obligations.
In general, we retain account and contract information for a set period after your storage agreement ends, to deal with any queries, disputes, or legal requirements. Payment and transaction records are kept in line with tax and financial regulations. CCTV footage is retained for a limited period unless it is required for the investigation of an incident or for legal reasons, in which case it may be retained for longer.
When personal data is no longer required, it is securely deleted, anonymised, or destroyed in accordance with our data retention procedures.
Your data protection rights
Under data protection law, you have several rights regarding your personal data. These rights apply subject to certain conditions and exceptions. Your rights include:
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how and why we process it.
Right to rectification: You can ask us to correct or update personal data that is inaccurate or incomplete.
Right to erasure: In some circumstances, you can 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 no other lawful basis applies.
Right to restrict processing: You can ask us to restrict the use of your personal data in certain situations, for example while we verify its accuracy or where you have objected to our use of it.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing your data unless we have compelling legitimate grounds or need to continue for legal reasons.
Right to data portability: In certain circumstances, you can request that we provide your personal data to you or to another organisation in a structured, commonly used, and machine-readable format.
Right to withdraw consent: Where we rely on consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your 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 the services we offer. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
