Storage Holborn Privacy Policy
This Privacy Policy explains how Storage Holborn collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all individuals who enquire about, use, or have used Storage Holborn services.
1. Who this Privacy Policy applies to
This Privacy Policy applies to all Storage Holborn customers and prospective customers in our operating area, including individuals and businesses that contact us, request a quotation, sign a storage agreement, or otherwise interact with us in relation to storage or associated services.
2. What personal data we collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identity data: name, title, date of birth, photographic identification such as passport or driving licence details or copies where required for verification or legal purposes.
Contact data: address, billing address, and other contact details such as your preferred communication channels.
Account and contract data: customer reference numbers, contract details, storage unit details, move-in and move-out dates, payment history, communications with us, and records of your preferences.
Payment data: information required to process payments such as partial card details, transaction references, and billing information. We do not store full card numbers or security codes when payments are processed through secure payment providers.
Usage and communication data: details about how you use our services, enquiries, complaints, feedback, and call or message records where we need to keep a record for contractual or legal purposes.
Security and access data: CCTV images in and around our premises, access logs such as entry and exit times, access code usage, and incident reports for the safety and security of our customers, staff, and property.
Technical data: limited technical information required for the security and functioning of our website and online tools, such as IP address, device type, and basic analytics data, where permitted by applicable law.
3. How we collect your personal data
We collect personal data from you directly when you request information, obtain a quote, sign up for storage services, make a payment, contact us with a query, or visit our premises.
We may also receive personal data from third parties, such as payment processors, referencing agencies, or service partners who help us deliver our services. In some cases we collect data automatically when you visit our website, such as technical and usage data as described above.
4. Lawful bases for processing your personal data
We process your personal data only when we have a lawful basis to do so under GDPR. Depending on the situation, the lawful bases we rely on may include:
Contract: We process personal data where it is necessary to enter into, manage, or perform a contract with you, such as setting up your storage unit, managing your account, handling payments, and providing customer support.
Legal obligation: We process personal data where we are required to do so by law, for example to satisfy tax, accounting, anti-money laundering, or other regulatory requirements, and to assist law enforcement when we are legally obliged to do so.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This can include ensuring the security of our premises and customers through CCTV and access logs, improving our services, managing risk, preventing fraud, and maintaining accurate business records.
Consent: Where required by law, we may rely on your consent, for example for certain marketing communications or cookies that are not strictly necessary. When we rely on consent, you can withdraw it at any time.
5. How we use your personal data
We use your personal data for the following purposes:
To provide and manage storage and related services, including setting up your account, managing your contract, and facilitating move-in and move-out processes.
To process payments, billing, and refunds, and to maintain accurate financial records.
To communicate with you about your account, bookings, renewals, changes to services, and important updates regarding our terms and policies.
To ensure the security and safety of our premises, customers, and staff, including through the use of CCTV, access control systems, and incident management.
To respond to enquiries, requests, feedback, and complaints, and to provide customer support.
To manage our business operations, including audits, reporting, and service improvements.
To comply with legal and regulatory requirements, cooperate with authorities where required, and enforce our contracts and legal rights.
6. Data retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we retain:
Customer and contract records for the duration of your contract and for a defined period afterwards to deal with any queries, disputes, legal obligations, or claims.
Payment and transaction records for the periods required by tax and accounting laws.
CCTV footage and access logs for a limited period necessary for security and incident investigation, unless a longer retention period is required due to an ongoing investigation or legal claim.
When personal data is no longer required for the purposes described in this Privacy Policy, it will be securely deleted, anonymised, or otherwise removed from our systems.
7. Sharing your personal data and data processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy, including:
Service providers and data processors who support our operations, such as payment processors, IT and system support providers, secure storage and backup providers, and security service providers. These parties are only permitted to process personal data on our instructions and must provide appropriate safeguards.
Professional advisers, such as accountants, auditors, and legal advisers, where necessary to obtain professional advice or manage legal and regulatory obligations.
Authorities, regulators, or law enforcement agencies, where we are legally required or permitted to do so, or where it is necessary to protect our rights, property, or the safety of our customers or staff.
In the event of a business sale, merger, or reorganisation, personal data may be transferred as part of that transaction, subject to appropriate confidentiality and data protection safeguards.
Where any transfer of personal data involves a country outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in line with applicable data protection laws.
8. 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. These include:
Right of access: You can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you, together with certain information about how it is used.
Right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: You can request that we delete your personal data in certain circumstances, 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 the 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 our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing unless we have compelling legitimate grounds or need to continue for legal claims.
Right to data portability: You can request that we provide certain personal data to you or another organisation in a structured, commonly used, machine-readable format, where the processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office.
9. Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, staff training, secure storage, and regular review of our security practices. However, no transmission of information via the internet or storage system can be guaranteed to be completely secure, and you share information with us at your own risk.
10. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updated version will apply from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
