Privacy Policy - Westbrompton Storage

This Privacy Policy explains how Westbrompton Storage collects, uses, stores, shares, and protects personal data when providing storage services. It applies to all Westbrompton Storage customers in area and to any individual who uses, enquires about, or otherwise interacts with our services. We are committed to handling personal data in accordance with the UK GDPR and the Data Protection Act 2018, and to using information fairly, transparently, and securely.

1. Who We Are

Westbrompton Storage provides storage-related services to customers in area. In the course of operating our business, we may act as a data controller for personal data collected directly from customers, prospective customers, visitors, suppliers, and other individuals who interact with us. This means we determine the purposes and means of processing personal data for our own business operations.

2. Information We Collect

We collect only the personal data that is necessary for legitimate business purposes. Depending on your relationship with us, this may include:

Identity data: name, title, date of birth, and identification details where verification is required.
Contact data: address, email address, telephone number, and billing or correspondence details.
Account and service data: storage unit details, contract information, payment history, service preferences, and communication records.
Transaction data: payment confirmations, invoicing information, and records of services purchased or used.
Security and access data: access logs, timestamps, CCTV-related records where used, and other information necessary to protect our premises and property.
Technical data: limited information about devices or systems used to access digital services, such as IP address or browser details, if applicable.
Correspondence data: any information you provide when you contact us, make a complaint, or request support.

We do not intentionally collect special category data unless it is required by law or you choose to provide it in connection with a specific request or complaint. Where such data is provided, we will handle it with additional care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data to operate our services and manage our relationship with customers. Typical uses include:

setting up and managing customer accounts;
verifying identity where needed;
processing payments and issuing invoices;
providing access to storage services;
communicating with customers about bookings, contracts, and service matters;
maintaining site security and preventing fraud, theft, or misuse;
meeting legal, tax, accounting, and regulatory obligations;
handling complaints, disputes, and insurance-related matters;
improving our services and internal operations.

We will only use your personal data where we have a valid reason to do so and where such use is compatible with the purpose for which the data was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the activity involved, Westbrompton Storage may rely on one or more of the following lawful bases:

4.1 Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing your storage account, taking payments, providing access to a unit, and delivering the services you have requested.

4.2 Legal Obligation

We may process your data to comply with legal requirements, such as tax recordkeeping, accounting obligations, identity checks where required by law, and responding to lawful requests from authorities.

4.3 Legitimate Interests

We may process your personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include protecting our premises, preventing fraud, improving service quality, managing business operations, and maintaining accurate records. When relying on this basis, we assess whether the processing is necessary and proportionate.

4.4 Consent

In limited cases, we may ask for your consent, for example where it is appropriate to do so for certain communications or optional uses of data. Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary for business operations, legal compliance, or service delivery. These third parties may act as processors or, in some cases, as independent controllers. We only share data on a need-to-know basis and require appropriate safeguards.

5.1 Processors We Use

Examples of processors may include:

Payment service providers for card or online payment processing;
IT and cloud service providers for secure data hosting, email, and system maintenance;
Accounting and bookkeeping providers for financial administration;
Security service providers assisting with site monitoring or related security systems;
Document management or archiving providers for secure storage of records;
Professional advisers such as auditors, insurers, lawyers, or consultants where needed.

Where a processor handles data on our behalf, it is required to act only on our instructions, use appropriate security measures, and process data in line with applicable data protection law.

5.2 Other Disclosures

We may also disclose personal data where necessary to:

comply with legal or regulatory obligations;
respond to law enforcement or court orders;
protect the rights, property, or safety of Westbrompton Storage, our customers, or others;
handle insurance claims or legal proceedings.

6. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or other legally approved transfer mechanisms. We take steps to ensure your data remains protected to a standard consistent with UK data protection law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason for processing.

Customer contract and account records are generally retained for the duration of the relationship and for a period after it ends for legal and administrative purposes.
Financial and tax records are retained for the period required by law.
Security records such as access logs or CCTV-related records are retained only as long as necessary for security, investigation, or legal purposes.
Correspondence and complaints are retained for the time needed to resolve the matter and support any follow-up action.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked to an identifiable person.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, staff training, encryption where appropriate, secure storage, and regular review of our processes. While no system can be guaranteed completely secure, we work to reduce risk and to respond promptly to any suspected incident.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis for processing.

Right of access: you may request confirmation of whether we process your personal data and obtain a copy of it.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: in certain situations, you may request deletion of your personal data.
Right to restriction: you may ask us to limit the way we use your data in certain circumstances.
Right to data portability: where applicable, you may request that we provide your data in a structured, commonly used format.
Right to object: you may object to processing based on legitimate interests, including certain forms of direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

These rights are not absolute. In some cases, legal obligations or legitimate business reasons may mean we cannot fully comply with a request. If that happens, we will explain our decision.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where necessary in connection with a customer’s lawful use of our services and only where appropriate safeguards are in place.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the way we process data. The updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

Westbrompton Storage is committed to handling personal data responsibly, securely, and lawfully. We will collect only what we need, use it for clear and legitimate purposes, keep it only for as long as necessary, and respect the rights of all individuals whose information we process. Privacy, security, and transparency are central to how we operate.