Privacy Policy - Holborn Storage

Effective date: This Privacy Policy applies to all Holborn Storage customers in area and explains how we collect, use, store, share, and protect personal data in connection with our storage services. Please read this policy carefully so you understand how your information is handled.

1. Introduction

Holborn Storage is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy sets out the types of personal data we collect, the purposes for which we use it, the legal bases on which we rely, how long we keep it, the third parties that may process it on our behalf, and the rights available to you.

By using our services, entering into a storage agreement, or interacting with us in connection with storage services, you acknowledge that your personal data may be processed as described in this policy. We only collect information that is necessary, relevant, and proportionate to deliver our services and to meet our legal obligations.

2. Personal Data We Collect

We collect and process personal data that is necessary for operating our storage services, managing customer accounts, and ensuring the safety and security of our facilities. The exact data collected depends on how you interact with us.

Information you provide directly

Identity details such as your name, date of birth, and identification information where required.
Contact details such as postal address, email address, and telephone number.
Account and contract information including storage unit details, booking records, agreements, and preferences.
Payment information such as billing address, payment status, and limited transaction details. We do not store full card details unless necessary and permitted through secure payment systems.
Correspondence including enquiries, complaints, feedback, and communications relating to your storage service.
Verification data where required to confirm identity, prevent fraud, or satisfy legal and security requirements.

Information we collect automatically

Access and security records such as entry logs, CCTV images, time stamps, and unit access events.
Technical data such as device type, browser information, and system logs where digital systems are used.
Usage information relating to how you interact with our services, facilities, or customer systems.

Special category data

We do not ordinarily seek to collect special category personal data, such as health data, religious beliefs, or biometric data, unless it is strictly necessary and permitted by law. If such information is provided to us voluntarily, we will handle it with additional care and only where there is a lawful basis to do so.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide and manage storage services;
to create and administer customer accounts;
to process payments, invoices, and refunds;
to verify identity and prevent fraud;
to manage access to storage premises and protect the security of customers, staff, and property;
to maintain records of agreements, correspondence, and service history;
to handle complaints, queries, and customer support;
to comply with legal, regulatory, accounting, and tax obligations;
to enforce our contractual rights and manage disputes;
to improve our services, systems, and operational processes.

We will only use your personal data where the law allows us to do so. We do not sell your personal data.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, Holborn Storage relies on one or more of the following lawful bases:

Performance of a contract

We process your data where it is necessary to enter into or perform a storage contract with you. This includes managing your booking, administering your unit, taking payment, and providing related services.

Legal obligation

We may process personal data where required to comply with legal obligations, such as tax and accounting rules, fraud prevention requirements, health and safety obligations, or requests from public authorities.

Legitimate interests

We may process your data where it is necessary for our legitimate interests or those of a third party, provided that your interests and fundamental rights do not override those interests. These legitimate interests may include securing our premises, preventing crime, managing customer relationships, improving our services, and defending legal claims. Where we rely on legitimate interests, we will ensure that the processing is proportionate and privacy-friendly.

Consent

In limited cases, we may rely on your consent, for example where specific marketing or optional processing is offered and consent is required by law. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share your personal data with trusted third parties that help us operate our business and deliver our services. These parties act as processors or, in some cases, independent controllers.

Processors may include:

Payment service providers who handle secure payment processing.
IT and cloud service providers who host systems, store records, or support secure communications.
Security service providers who support access control, alarm systems, and CCTV infrastructure.
Accounting and bookkeeping providers who assist with financial administration.
Customer service and communications providers who help manage enquiries and service messages.
Professional advisers such as insurers, legal advisers, auditors, and consultants where necessary.

We require processors to act only on our instructions, to keep your data secure, and to process it in line with data protection law. We do not permit processors to use your data for their own purposes unless they are acting as a separate controller and have a lawful basis to do so.

We may also disclose personal data where necessary to law enforcement, regulators, courts, or other public authorities, or to protect our rights, customers, staff, and property.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy contractual, legal, accounting, insurance, and reporting requirements.

Retention periods vary depending on the type of data and the purpose of processing. In general:

Contract and account records are retained for the duration of the customer relationship and for a period after it ends to manage disputes and legal claims.
Financial records are retained for the period required by tax and accounting law.
Security records such as access logs and CCTV footage are retained for a limited period unless needed for investigation, incident response, or legal proceedings.
Correspondence and complaints are retained for as long as needed to resolve the matter and support record-keeping obligations.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights are not absolute and may be subject to legal limitations or exemptions.

Your rights include:

Right of access – you may request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request certain data in a structured, commonly used, machine-readable format where technically feasible.
Right to object – you may object to processing based on legitimate interests, including profiling, in certain circumstances.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the timeframe required by law.

8. Security of Your Data

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and periodic review of security practices.

While we take reasonable steps to protect your data, no system is completely secure. We therefore cannot guarantee absolute security, but we work continuously to reduce risks and respond promptly to incidents.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place and that the transfer complies with applicable data protection law. Such safeguards may include an adequacy decision, standard contractual clauses, or another lawful transfer mechanism.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is issued. We encourage you to review this policy periodically so you remain informed about how we protect your information.

11. Summary

Holborn Storage processes personal data to provide secure storage services, manage contracts, protect facilities, and meet legal duties. We rely on contract, legal obligation, legitimate interests, and sometimes consent. We retain data only as long as needed, use trusted processors, and respect your rights under data protection law.

This Privacy Policy applies to all Holborn Storage customers in area.