Storage Romford Privacy Policy
This Privacy Policy explains how Storage Romford collects, uses and protects personal data relating to our customers and prospective customers. It applies to all individuals using Storage Romford services and facilities in the Romford area, including enquiries, reservations and ongoing storage arrangements.
Storage Romford acts as a data controller in relation to the personal data described in this Privacy Policy and is responsible for ensuring that such data is processed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope and responsibilities
This Privacy Policy applies to all Storage Romford customers, former customers and individuals who make an enquiry or otherwise interact with us in the Romford area, whether in person, by phone or online. It also applies to individuals acting on behalf of business customers, such as directors, employees or authorised representatives.
We are committed to processing your personal data lawfully, fairly and transparently, and only for the purposes set out in this Privacy Policy.
Information we collect
We collect and process the following categories of personal data, as relevant to your relationship with Storage Romford:
Identification and contact information: name, postal address, billing address, contact address, date of birth, and contact details such as email address and other communication preferences.
Contract and account information: customer reference numbers, storage unit number, contract start and end dates, records of communications with you, and information about services you have purchased or enquired about.
Payment and billing information: payment method details, limited card information processed via secure payment processors, records of invoices, payments made, refunds and arrears.
Security and access information: vehicle registration numbers for site access and parking management, access control identifiers, and CCTV footage captured on our premises for security and safety purposes.
Usage and enquiry information: details of your enquiry, requested services, feedback you provide and any correspondence you send to us.
Where you act on behalf of a business customer, we may also collect information about your role and authority to act for that business.
How we collect your data
We collect personal data directly from you when you contact us, visit our site, sign a storage agreement, make a payment, update your details or otherwise communicate with us.
We may also receive limited personal data about you from third parties where this is necessary to manage your contract or to protect our legitimate interests, for example from payment service providers, credit control partners or security service providers.
Lawful bases for processing
We rely on a number of lawful bases for processing your personal data, depending on the specific purpose:
Contract: We process personal data where it is necessary to enter into or perform a contract with you, including setting up and managing your storage agreement, taking payments, providing customer service and administering your account.
Legal obligation: We process personal data where necessary to comply with our legal obligations, including tax and accounting requirements, fraud prevention, health and safety obligations and responding to lawful requests from regulatory or law enforcement authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes securing our premises and property, operating CCTV, managing access control systems, preventing non-payment, improving our services, and maintaining business records.
Consent: In limited cases, we may rely on your consent, such as for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use personal data for the following purposes:
To manage enquiries, provide quotes and respond to requests for information.
To set up, administer and manage storage agreements and related services.
To facilitate payments, issue invoices, manage arrears and handle refunds.
To maintain the safety and security of our site, customers and staff, including through CCTV monitoring and access control.
To communicate with you about your contract, any changes to our terms, and important information relating to your storage unit.
To keep accurate business, financial and operational records and comply with our legal and regulatory obligations.
To improve our services and customer experience, including by reviewing feedback and interactions.
Data sharing and processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy or where we are required to do so by law.
Categories of recipients include:
Service providers acting as data processors who support our operations, such as payment processing providers, IT support, secure data storage and document management services, security and CCTV system providers and professional advisers.
Couriers or logistics partners where we need to arrange delivery or collection related to your storage service.
Law enforcement agencies, courts, regulators or government bodies where disclosure is required by law or to protect our rights or the rights of others.
Any third party to whom we may transfer rights or obligations under a contract with you, for example in the event of a sale or transfer of part of our business, provided that appropriate safeguards are in place.
Where we engage processors, they are contractually required to act only on our instructions, to protect your personal data and to comply with applicable data protection law.
International transfers
Where any of our service providers process personal data outside the United Kingdom, we ensure that appropriate safeguards are in place to protect your data in line with UK GDPR requirements, such as the use of standard contractual clauses or other legally recognised transfer mechanisms.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting or reporting obligations.
In general:
Customer account and contractual records are kept for the duration of your relationship with us and for a defined period afterwards to handle any queries, disputes or legal claims and to comply with statutory retention periods.
CCTV footage is retained for a limited period, normally only long enough to investigate incidents or comply with law enforcement requests, unless a longer retention period is required in connection with a specific incident.
Payment and billing records are retained for the periods required by applicable tax and accounting regulations.
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 personal data against unauthorised access, disclosure, alteration or destruction. These measures include access controls, staff training, secure storage systems and procedures for handling and responding to suspected data breaches.
Your data protection rights
Under UK data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.
Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, together with information about how we process it.
Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: In certain 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 there is no other legal basis for processing.
Right to restriction of processing: You can request that we restrict our processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection.
Right to object: You can object to processing based on our legitimate interests where you believe your fundamental rights and freedoms override those interests. You can always object to direct marketing.
Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you can request that we provide certain personal data in a structured, commonly used and machine-readable format, or transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are concerned about how your personal data is being handled.
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 version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
Contacting Storage Romford about privacy
If you have any questions about this Privacy Policy, how we handle your personal data or if you wish to exercise any of your data protection rights, please contact Storage Romford using the usual contact channels described on our customer documentation or at our Romford site.
