Storage West Norwood Privacy Policy
This Privacy Policy explains how Storage West Norwood collects, uses, stores, and protects personal data about its customers. It applies to all Storage West Norwood customers and prospective customers in the Storage West Norwood service area, including individuals and businesses who enquire about, use, or have used our storage services.
Storage West Norwood acts as a data controller for the personal data described in this Privacy Policy. We are committed to protecting your privacy and to processing your personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation and applicable data protection laws.
Personal data we collect
We collect and process different categories of personal data, depending on how you interact with us and the services you use. This may include:
Identification and contact details: name, postal address, billing address, previous address if required for verification, and basic contact details such as your preferred communication method.
Account and contract information: customer account numbers, storage unit identifiers, contract start and end dates, rental terms, payment status, and communication history relating to your account.
Payment and billing information: limited payment card details processed securely through our payment providers, bank details for bank transfers, transaction records, invoices, and credit notes. We do not store full card details where this is not necessary.
Verification and security information: documents or details provided for identity verification where required by law or for fraud prevention, such as proof of address or proof of identity, and security access data relating to your use of our storage facility, including access logs where relevant.
Communication and enquiry data: information you provide when you contact us in person, by post, or via any online forms that may be available, including the content of your enquiry, complaints, feedback, and any responses we provide.
Usage and facility information: records relating to your use of our services, such as dates of access to the storage facility and unit assignment, as well as any relevant operational notes made by our staff.
How we collect personal data
We collect personal data directly from you when you enquire about our services, request a quote, visit our facility, sign a storage agreement, make a payment, or communicate with us for any purpose related to our services.
We may receive personal data indirectly from third parties, for example from payment processors confirming payment status, or from professional advisers or intermediaries where they contact us on your behalf. Where required, we will inform you when we obtain information about you from other sources.
Lawful bases for processing your data
We process your personal data only where we have a lawful basis to do so. Depending on the circumstances, this will include one or more of the following:
Contract: to take steps at your request before entering into a storage agreement, to create and manage your customer account, to provide storage services, to handle billing, and to manage the day-to-day performance of our contract with you.
Legal obligation: to comply with legal and regulatory requirements such as tax and accounting rules, to maintain certain records, and to assist law enforcement or regulatory authorities where we are legally required to do so.
Legitimate interests: to manage and improve our services and facilities, to monitor and secure our premises, to prevent and detect fraud or misuse of our services, to address queries and complaints, to recover debts, and to keep records of communications. When we rely on legitimate interests, we always consider your rights and interests and ensure that they do not override our legitimate interests.
Consent: where required by law for specific types of processing, such as certain direct marketing activities. Where we rely on consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
How and why we use personal data
We use personal data for the following purposes:
To provide and manage storage services, including setting up your account, granting you access to your storage unit, administering your contract, responding to your enquiries, and providing customer support.
To process payments and manage billing, including issuing invoices, recording payments, handling refunds, and dealing with any payment-related queries.
To maintain the safety and security of our facility and operations, including managing access control systems, deterring and investigating potential security incidents, and protecting our property and the property stored at our facility.
To communicate with you about your contract, including sending service updates, notices regarding your storage unit, changes to terms and conditions, and essential information relating to your account.
To comply with legal and regulatory obligations, including record-keeping requirements, responding to lawful requests from public authorities, and meeting our responsibilities under relevant laws.
To improve our services and operations, including monitoring the use of our services, analysing trends in occupancy and usage, training staff, and maintaining accurate internal records.
Data sharing and processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy, including:
Service providers acting as data processors who support our business operations, such as providers of payment processing services, secure data storage and hosting, customer account administration tools, and professional advisers such as accountants or legal advisers.
Security and maintenance providers who assist us in protecting and maintaining our premises, systems, and services.
Authorities or regulators, such as law enforcement or government bodies, where we are required to do so by law or where it is necessary to protect our rights, property, or the safety of our customers and staff.
Where we use data processors, we ensure that appropriate contracts and safeguards are in place so that your personal data is processed only in accordance with our instructions, with adequate security, and in compliance with applicable data protection laws.
We aim to keep your personal data within the United Kingdom. If it becomes necessary to transfer your personal data outside the United Kingdom, we will ensure that an adequate level of protection is in place in accordance with data protection law.
Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, regulatory, and operational requirements.
Customer account and contract records are generally retained for a period after your contract ends to enable us to answer queries, manage any disputes, and comply with tax and accounting regulations.
Payment and transaction information is retained for the period required by applicable tax and financial reporting laws.
Security and access records, where collected, are retained for a limited period that allows us to investigate security incidents and protect our facility, after which they are securely deleted or anonymised unless a longer retention period is required for legal or operational reasons.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with you.
Your data protection rights
Under data protection law, you have certain rights in relation to your personal data. These rights apply to all Storage West Norwood customers in our service area, subject to any legal limitations or conditions. Your rights include:
Right of access: you have the right to request confirmation of whether we process your personal data and to obtain a copy of your personal data, together with information about how and why we process it.
Right to rectification: you have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you have the right to request that we delete your personal data. This right is not absolute and may be limited where we have a legal obligation or strong legitimate grounds to retain the data.
Right to restriction of processing: you have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.
Right to object: you have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
Right to data portability: where we process your personal data based on consent or contract and the processing is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
How to exercise your rights and complaints
If you wish to exercise any of your data protection rights, or if you have any questions about how we handle your personal data, you can contact us using our usual customer contact details as provided on our official documentation or at our facility.
We will respond to your request as soon as reasonably possible and within the time limits set by data protection law. We may need to verify your identity before responding to your request to protect your privacy and security.
If you are not satisfied with our response or believe that we are not processing your personal data in accordance with data protection law, you have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage practices, staff training, and regular review of our data handling procedures.
While we take reasonable steps to protect your personal data, no system can be completely secure. We therefore cannot guarantee absolute security of your data, but we continuously work to strengthen our safeguards.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. When we make changes, we will revise the date of the latest version at the end of this document and may inform you through appropriate channels where the changes are significant.
Your continued use of our services after any changes to this Privacy Policy have been made will signify your acknowledgement of the updated policy.
This Privacy Policy applies to all Storage West Norwood customers in our area and is intended to provide clear and transparent information about our data protection practices.
