Self Storage Bow Privacy Policy
This Privacy Policy explains how Self Storage Bow collects, uses, stores and protects your personal data in compliance with the UK General Data Protection Regulation and other applicable data protection laws. It applies to all Self Storage Bow customers and prospective customers in the local area, including anyone who uses our storage services, visits our facility, or interacts with us in relation to our services.
Data Controller
Self Storage Bow is the controller of the personal data described in this Privacy Policy. As controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out lawfully, fairly and transparently.
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:
Identity and contact details such as your full name, postal address, billing address, proof of identity documents, and other contact information you choose to provide.
Account and contract information such as customer or account numbers, storage unit details, contract start and end dates, payment status, and communications relating to your agreement with us.
Payment and billing information such as payment records, billing history, and limited payment reference details. We do not store full card details when payment is processed by a secure payment provider.
Communication data including records of enquiries, complaints, feedback and any correspondence by telephone, in person, or in writing.
Security and access data such as visit logs, unit access activity where monitored, and closed circuit television footage for safety and security at our premises.
Technical and usage data related to how you interact with our online services, where applicable, such as basic device and usage information that may be collected through standard analytics tools.
How We Collect Your Data
We collect personal data directly from you when you enquire about our services, enter into a storage agreement, make a payment, visit our premises, or otherwise communicate with us. We may also receive personal data from third parties where this is necessary for our contract with you or where you have given your consent, for example from payment service providers, insurance providers associated with your storage, or authorised persons you nominate to access your storage unit.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis under data protection law. Depending on the specific processing activity, we rely on one or more of the following bases:
Performance of a contract where processing is necessary for us to provide storage services, administer your account, manage payments, and respond to your requests as a customer or prospective customer.
Compliance with a legal obligation where we must retain certain records for tax, accounting, health and safety, and other regulatory purposes, or respond to lawful requests from public authorities.
Legitimate interests where processing is necessary to pursue our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include ensuring the security of our premises and customers, improving our services, preventing fraud, and managing business operations.
Consent where we rely on your explicit permission, for example for certain types of marketing communications or optional services. You can withdraw your consent at any time, although this will not affect processing carried out before withdrawal.
How We Use Your Personal Data
Self Storage Bow uses your personal data for the following purposes:
To set up and manage your storage account, including verifying your identity, preparing and administering contracts, and managing unit allocation.
To process payments, handle billing queries and maintain accurate financial and transaction records.
To provide customer service, respond to your questions, handle complaints and manage day to day communications relating to your storage agreement.
To maintain the security and safety of our premises, staff and customers, including the operation of access systems and CCTV monitoring.
To comply with legal and regulatory requirements, including record keeping, audit obligations, and cooperation with law enforcement or regulatory requests where required by law.
To send you information about our services, service changes, and, where permitted, news or offers that may be relevant to you. You can object to marketing at any time.
Data Sharing and Processors
We may share your personal data with trusted third parties who act as processors on our behalf. These processors are engaged under written contracts that require them to process your personal data only in accordance with our instructions, to apply appropriate security measures, and to comply with applicable data protection laws.
Categories of processors we may use include:
Payment service providers who process card and other electronic payments securely.
Information technology and system support providers who maintain our IT infrastructure, access control systems and data storage solutions.
Security and facilities management providers who assist in the operation and monitoring of our premises.
Professional advisers such as accountants or legal advisers where necessary for legitimate business or legal purposes.
We may also share personal data with independent controllers in limited circumstances where required by law, such as with law enforcement agencies, courts, regulators, or public authorities.
International Transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before any personal data is transferred. These safeguards may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms that provide a similar level of protection to that under UK data protection law.
Data Retention
Self Storage Bow retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
In general, we retain customer account and contract information for a period after your agreement ends, in line with statutory limitation periods and tax record obligations. CCTV footage and access records are retained for shorter periods, unless required for the investigation of an incident, dispute or legal claim, in which case they may be retained for longer as necessary.
When personal data is no longer needed, we securely delete, anonymise or destroy it in accordance with our data retention and disposal procedures.
Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include access controls, physical security measures at our premises, encryption or pseudonymisation of data where appropriate, secure storage, and regular review of our security practices and staff training.
Your Data Protection Rights
As a data subject, you have a number of rights under data protection law in relation to your personal data processed by Self Storage Bow. These include:
The right of access, which allows you to request confirmation that we are processing your personal data and to receive a copy of that data, together with information about how it is processed.
The right to rectification, which allows you to request correction of inaccurate personal data and completion of incomplete data concerning you.
The right to erasure, sometimes called the right to be forgotten, which allows you to request deletion of your personal data where there is no longer a lawful basis for us to continue processing it, subject to legal and contractual obligations.
The right to restrict processing, which allows you to request that we limit the processing of your personal data in certain circumstances, such as where you contest its accuracy or object to its processing.
The right to data portability, which allows you in certain circumstances to receive personal data you have provided to us in a structured, commonly used and machine readable format and to have that data transmitted to another controller where technically feasible.
The right to object, which allows you to object to processing based on our legitimate interests and to object at any time to the use of your personal data for direct marketing.
The right not to be subject to a decision based solely on automated processing, including profiling, where such a decision produces legal effects or similarly significant effects concerning you. Self Storage Bow does not routinely use fully automated decision making in relation to its storage services.
How to Exercise Your Rights
If you wish to exercise any of your rights or have questions about this Privacy Policy or our data protection practices, you can contact us in writing or in person at our premises. We may need to verify your identity before responding to certain requests to protect your data from unauthorised access.
We aim to respond to all valid requests within the time limits set by data protection law. In some cases, we may be entitled to refuse or charge a reasonable fee for manifestly unfounded or excessive requests, particularly where they are repetitive.
Complaints
If you are unhappy with how we handle your personal data, you should contact us in the first instance so we can try to resolve your concerns. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any significant changes will be communicated by appropriate means, and the updated version will apply from the date it is made available. We encourage all Self Storage Bow customers in the area to review this Privacy Policy periodically to stay informed about how we protect your personal data.
