Privacy Policy - Motspurpark Storage

This Privacy Policy explains how Motspurpark Storage collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers in the Motspurpark area. It applies to all Motspurpark Storage customers in area, including individuals and businesses who enquire about, book, use, pay for, or otherwise interact with our storage services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Data We Collect

We collect only the personal data that is necessary for operating our storage services, managing customer accounts, maintaining security, and meeting legal and regulatory obligations. Depending on your relationship with us, we may collect the following categories of data:

Identity details such as your name, date of birth, and title.
Contact details such as postal address, email address, and telephone number.
Account and service information including booking records, storage unit details, access permissions, and communication preferences.
Payment information such as billing address, payment method, payment status, and transaction records. Where card payments are made, payment processing is handled by secure third-party payment providers.
Identification and verification data where required for security, fraud prevention, or compliance checks.
Usage and access information such as entry logs, CCTV records, site access records, and incident reports where applicable.
Correspondence and support records including emails, letters, notes of phone calls, complaints, and customer service interactions.
Technical data such as IP address or device-related data where you interact with our digital systems.

We may also receive data from third parties, for example credit reference agencies, payment providers, insurers, contractors, or lawful authorities where permitted by law.

2. How We Use Your Data

We use personal data for the following purposes:

to provide and manage storage services;
to create and administer customer accounts;
to verify identity and prevent fraud;
to process payments, invoices, refunds, and account balances;
to manage access to storage units and site facilities;
to maintain security, including monitoring for unauthorised access or damage;
to communicate service updates, notices, and account-related information;
to handle queries, complaints, and dispute resolution;
to comply with legal, tax, insurance, and regulatory obligations;
to defend legal claims and protect our business, staff, customers, and property.

We do not use personal data for purposes that are incompatible with the original reason for collection unless we have a lawful basis to do so.

3. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. The lawful basis depends on the type of data and the purpose of processing.

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing storage space, taking payments, and administering your account.

Legal Obligation

We may process data where necessary to meet legal obligations, such as accounting requirements, tax records, health and safety duties, fraud prevention, and compliance with lawful requests from authorities.

Legitimate Interests

We may process data where it is in our legitimate interests or those of a third party, provided your rights and freedoms do not override those interests. Examples include site security, business administration, internal record keeping, service improvement, and protecting against misuse of facilities.

Consent

Where required by law, we may rely on your consent. If we do, you may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in most storage service situations, but we may rely on them in rare circumstances where necessary to protect someone’s life or comply with a public duty.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act either as independent controllers or as processors acting on our instructions. We only share what is necessary and we require appropriate data protection safeguards.

Payment processors to handle secure card and electronic payments.
IT and software providers who support customer records, scheduling, communication, and security systems.
Accountants and professional advisers for audit, tax, legal, and business support purposes.
Security and monitoring providers where site safety or incident investigation requires it.
Maintenance and contractors when access is required to complete operational work.
Insurance providers where claims or risk management require disclosure.
Regulators, law enforcement, or public authorities when disclosure is required by law or necessary to protect rights, property, or safety.

Processors are contractually bound to protect your data, use it only for authorised purposes, and keep it secure. We do not sell your personal data.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and our relationship with you.

Customer account and contract records are typically retained for the duration of the relationship and for a reasonable period afterwards to manage claims, queries, and legal obligations.
Financial and tax records are retained for the period required by law and standard accounting practice.
Security records such as access logs or CCTV footage are retained only for as long as necessary for safety, incident investigation, or crime prevention.
Correspondence is retained for as long as needed to respond to your enquiry, resolve a dispute, or maintain service records.

When data is no longer needed, it is securely deleted, anonymised, or destroyed. We may retain data for longer where required to establish, exercise, or defend legal claims.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and restricted retention practices. While no system is completely risk-free, we work to maintain a level of security appropriate to the risks associated with the data we process.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions, exemptions, and verification of identity.

Right of access — you may request a copy of the personal data we hold about you.
Right to rectification — you may ask us to correct inaccurate or incomplete data.
Right to erasure — you may request deletion of your data where there is no good reason for us to continue processing it.
Right to restriction — you may ask us to limit how we use your data in certain circumstances.
Right to object — you may object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability — you may request your data in a structured, commonly used, machine-readable format where the law allows.
Right to withdraw consent — where we rely on consent, you may withdraw it at any time.

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 breached. We encourage you to raise concerns with us first so that we may try to resolve the issue promptly.

8. Children’s Data

Our storage services are not directed at children, and we do not knowingly collect personal data from children except where required in connection with a lawful account, family arrangement, or other legitimate service relationship. If we become aware that we have collected data improperly, we will take steps to remove it where appropriate.

9. 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, and we encourage customers to review it periodically.

10. Summary of Our Commitment

Motspurpark Storage respects your privacy and aims to process personal data responsibly, securely, and transparently. We only collect data that is necessary, use it for clear purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. This policy applies to all Motspurpark Storage customers in area and supports our ongoing commitment to GDPR compliance and customer trust.