Storage Cowley Privacy Policy
This Privacy Policy explains how Storage Cowley collects, uses, stores, and protects personal data relating to our self storage services. It applies to all Storage Cowley customers in our operating area, including prospective customers, current customers, former customers, and individuals who contact us about our services.
We are committed to handling personal data in accordance with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data practices and about your rights.
Data Controller
Storage Cowley is the data controller for the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data when you use our storage services or interact with us in connection with those services.
Personal Data We Collect
We collect and process different categories of personal data about you, depending on how you interact with us. This may include:
Identity and contact details, such as your full name, postal address, billing address, and preferred contact details.
Account and contract information, such as your storage unit number, contract dates, payment status, and service preferences.
Payment and billing information, such as payment method details and records of payments made, including dates, amounts, and relevant transaction references. We do not store full payment card details where this is handled directly by a secure payment processor.
Security and site access information, such as vehicle registration numbers provided to us, access control records showing entry and exit times, CCTV footage captured on our premises, and incident or accident reports.
Communication records, such as correspondence and notes of interactions with you, including queries, complaints, requests, and any feedback you provide by phone or in writing.
Technical and usage information, such as basic information about how you use our website or online customer portals, including log information and service interaction history, where this is necessary to operate the service or maintain security.
How We Collect Your Data
We collect personal data directly from you when you:
Enquire about our storage services or request a quote.
Enter into a storage contract or open an account with us.
Visit our premises and use our storage facilities.
Make a payment or update your billing information.
Contact us with questions, feedback, or complaints.
In some cases, we may receive information about you from third parties, such as payment processors, identity verification services, or law enforcement agencies, where this is necessary and lawful.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so. Depending on the specific activity, we rely on the following lawful bases:
Contract: We process personal data where it is necessary to enter into or perform our contract with you, including to provide you with storage services, manage your account, take payment, and communicate with you about your contract.
Legal obligation: We process personal data where we are required to do so by law, for example to comply with tax, accounting, or financial regulations, to respond to requests from public authorities, or to meet safety and security obligations.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, and those interests are not overridden by your rights and freedoms. This includes operating and improving our storage services, maintaining site security and safety, preventing fraud and misuse, protecting our property, and pursuing or defending legal claims.
Consent: In limited situations, we may rely on your consent, for example where we choose to send certain forms of optional marketing communications. Where consent is used, you can withdraw it at any time.
Purposes of Processing
We use the personal data we collect for the following purposes:
To provide and manage storage services, including setting up and administering your account, providing access to your storage unit, managing your bookings, and handling service-related queries.
To process payments and manage billing, including issuing invoices, processing payments through our payment processors, and managing any overdue accounts.
To maintain safety and security, including monitoring access to our premises, using CCTV for crime prevention and investigation, and managing incidents, claims, or disputes.
To comply with legal obligations, including maintaining accurate records for tax and accounting purposes, and responding to valid requests from law enforcement or regulatory authorities.
To communicate with you, including providing service updates, answering your questions, and responding to complaints or claims.
To manage our business operations, including improving our services, planning capacity, and protecting our rights, property, and interests.
Data Retention
We keep your personal data for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting, or reporting requirements.
Customer account and contract records are generally retained for a period following the end of your contract, to enable us to handle queries, manage legal obligations, and keep appropriate financial records.
CCTV footage and access control logs are retained for a limited period, typically only as long as necessary for security and investigation purposes, unless a longer retention period is required in connection with a specific incident, dispute, or legal claim.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.
Data Processors and Sharing of Data
We use carefully selected third party service providers who act as data processors on our behalf. They are only permitted to process your personal data in accordance with our instructions and for the purposes we specify, and we require them to implement appropriate security measures.
These processors may provide services such as secure payment processing, accounting and invoicing systems, IT hosting, storage management software, security and access control systems, and professional advisers such as accountants or legal advisers.
We may also share your personal data with other third parties in limited circumstances where this is necessary and lawful, for example:
With public authorities, law enforcement, or regulators, where we are required to do so by law or where this is necessary to prevent or detect crime or to protect individuals.
With professional advisers or insurers where necessary in connection with the management of claims, disputes, or legal proceedings.
Where we share data, we will ensure that we only disclose what is necessary and that appropriate safeguards are in place.
International Transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, we will ensure that appropriate safeguards are in place to protect your personal data. This may include the use of legally approved standard contractual clauses or ensuring that the destination jurisdiction provides an adequate level of protection.
Security of Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include physical security of our premises, access controls, secure storage systems, and appropriate staff training.
While we take reasonable steps to protect your data, no system can be completely secure. You also play an important role by keeping your account details and access codes safe and by informing us promptly if you suspect any unauthorised use of your information.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
The right of access, which allows you to request a copy of the personal data we hold about you and to receive information about how it is processed.
The right to rectification, which allows you to ask us to correct inaccurate or incomplete personal data.
The right to erasure, in certain circumstances, which allows you to request that we delete your personal data where there is no longer a valid reason for us to keep it.
The right to restrict processing, in certain circumstances, which allows you to limit how we use your personal data.
The right to data portability, in certain circumstances, which allows you to receive the personal data you have provided to us in a structured, commonly used, and machine readable format, and to transmit it to another controller.
The right to object, in certain circumstances, including where we rely on our legitimate interests as a lawful basis for processing your personal data.
Where we process your personal data based on consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices, or legal requirements. When we make changes, we will revise the date of the update and, where appropriate, take steps to inform you of any significant changes.
Your continued use of our services after any update to this Privacy Policy will constitute your acknowledgment of the updated terms.
