Storage Motspur Park Privacy Policy
This Privacy Policy explains how Storage Motspur Park collects, uses, stores and shares personal data relating to customers and prospective customers in our service area. It is written in accordance with the UK General Data Protection Regulation and related data protection laws. By using our services, visiting our premises, or communicating with us, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and prospective customers of Storage Motspur Park in our operating area, including individuals, sole traders and representatives of business customers. It covers personal data collected through our premises, forms, contracts, invoices, website interactions and any other communication with us.
Who is the Data Controller
Storage Motspur Park is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed and are responsible for ensuring that it is handled in accordance with data protection law.
Personal Data We Collect
We collect and process different types of personal data, depending on your relationship with us and how you use our services. This may include:
Identification and contact details such as full name, postal address, billing address, proof of identity details, proof of address details and preferred contact method.
Contact and communication information such as email content, letters, messages sent through web forms, and records of telephone or in-person enquiries where relevant for our services.
Contract and account information such as unit numbers, start and end dates of storage, payment status, records of services you have purchased, and correspondence about your contract.
Payment and financial information such as payment method, bank or card transaction details processed via secure payment providers, and details necessary for billing and invoicing. We do not store full payment card details when this is not necessary.
Security and access information such as CCTV footage on or around our premises, access records for entry systems or gates, and incident reports relating to security, health and safety or insurance matters.
Technical and usage data such as basic information about how you use our website where applicable, including logs generated by our systems. Where cookies or similar technologies are used, we seek to respect applicable consent requirements.
How We Collect Personal Data
We collect personal data directly from you when you sign a contract, request a quotation, visit our premises, contact us by phone or other communication methods, pay for our services, or participate in promotions or surveys.
We may also receive personal data from third parties such as payment processors, identification verification providers, insurance providers associated with our services, and business partners who introduce you to us, where permitted by law.
Lawful Basis for Processing
We rely on one or more of the following lawful bases for processing your personal data:
Performance of a contract. We process your personal data to provide storage services, manage your account, take payment, communicate with you about your booking, and manage renewals or terminations.
Compliance with legal obligations. We process personal data where necessary to comply with laws and regulations, including tax, accounting and health and safety obligations, and to respond to lawful requests from authorities.
Legitimate interests. We process certain personal data to pursue our legitimate business interests, such as maintaining security on our premises and systems, preventing and detecting fraud, improving our services, defending legal claims and managing customer relationships. When we rely on legitimate interests, we balance our interests against your rights and expectations.
Consent. In limited situations, we may rely on your consent, for example for certain forms of marketing communications or cookies where consent is required. Where we rely on consent, you can withdraw it at any time, without affecting the lawfulness of processing based on consent before withdrawal.
How We Use Personal Data
We use your personal data for the following purposes:
To set up, manage and administer your storage agreement, including verifying your identity, allocating units, handling payments, and providing customer support.
To maintain the safety and security of our premises, property, customers and staff, including the use of CCTV and access systems.
To handle enquiries, complaints, disputes and claims, including insurance or legal matters related to your storage or our premises.
To send service-related communications such as confirmations, reminders, payment notices, contract changes and important safety or service updates.
To comply with legal and regulatory obligations, respond to requests from public authorities, and maintain appropriate business records.
To improve our operations and services, including reviewing how our facilities and website are used and training our staff.
To send marketing communications where you have not objected or, where required, where you have given consent. You can opt out of marketing communications at any time.
Data Sharing and Processors
We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and permitted by law. These may include:
Payment service providers who process your payments securely on our behalf.
IT and system support providers who host, maintain or support our business systems, websites, customer databases and communication tools.
Security providers who assist with CCTV systems, access control and alarm monitoring.
Professional advisers such as lawyers, accountants and insurance providers who support our business operations, handle disputes or manage claims.
Public authorities, law enforcement agencies and regulators where we are required or permitted to do so by law.
Where we use third parties to process personal data on our behalf, they act as processors. We ensure that such processors are bound by written contracts that require them to process personal data only on our instructions, apply appropriate security measures and comply with data protection law.
Data Retention
We keep personal data only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
In general, we retain:
Contract and billing information for a period required by accounting and tax law after the end of your contract.
Customer contact and communication records for as long as necessary to manage our relationship with you and to handle any queries or disputes, and for a reasonable limitation period thereafter.
CCTV footage and security records for a limited period based on our security needs and legal requirements, unless an incident requires us to retain footage for longer as evidence.
Where we no longer need personal data, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.
International Transfers
Our main storage and processing of personal data is intended to take place within the United Kingdom or the European Economic Area. If in limited cases personal data is transferred to countries outside these areas, we will take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms, to protect your personal data.
How We Protect Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, encryption where appropriate, staff training and regular review of our security practices. While we strive to protect your personal data, no system can be completely secure and we cannot guarantee absolute security.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where there is no good reason for us to continue processing it, sometimes known as the right to be forgotten.
Object to the processing of your personal data where we are relying on legitimate interests, including profiling for those interests, and there is something about your particular situation that makes you want to object.
Request restriction of processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or assess an objection.
Request the transfer of your personal data to you or another organisation in a structured, commonly used and machine readable format, where the processing is based on consent or on a contract and carried out by automated means.
Withdraw consent at any time where we rely on consent to process your personal data, without affecting the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns.
Marketing Preferences
We may use your contact details to send you information about our storage services, offers or related products that may be of interest to you, where permitted by law. You can ask us to stop sending marketing messages at any time by following the unsubscribe instructions in the message or by contacting us with your request. Even if you opt out of marketing, we may still send you service messages and information that are necessary for your contract.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. When we make changes, we will revise the date of the update and make the new version available. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contact and Further Information
If you have any questions about this Privacy Policy, how we use your personal data or how to exercise your rights, you can contact Storage Motspur Park using the usual contact details you use for our services.
