Self Storage Holland Park Privacy Policy
This Privacy Policy explains how Self Storage Holland Park collects, uses, discloses and protects personal data of its customers and prospective customers in the Holland Park area. It is intended to provide clear and transparent information in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Self Storage Holland Park customers, former customers, prospective customers and authorised users of storage units in the area, regardless of the channel through which you interact with us, including in person at our facility, by post or through any digital contact forms we may provide.
Data Controller
Self Storage Holland Park is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal Data We Collect
The type and amount of personal data we collect depends on how you interact with us and the services you use. We typically collect the following categories of information:
Identification and contact details such as full name, residential address, correspondence address, date of birth, and identification document details where required for verification. We may also collect other contact details that you choose to provide such as a secondary address or emergency contact details.
Account and contract information such as customer reference numbers, storage unit numbers, contract start and end dates, rental rates, payment status, invoices and records of changes to your account or contract.
Payment and billing information such as billing address and records of payments made and due. Where you pay via card or electronic payment methods, we use secure payment processors, and we do not store full card details on our own systems.
Access and security information such as entry and exit logs, access card or code usage, vehicle registration numbers where recorded for site security, and CCTV footage captured on and around the facility for crime prevention and safety.
Communication records such as enquiries, complaints, requests, and other correspondence you have with us, including notes of conversations made by our staff to help manage your account and provide customer service.
Technical and usage data where applicable, such as information about how you use any online services we may provide, including log data, device information and basic analytics, collected in a manner that is compliant with applicable law.
How We Collect Personal Data
We collect personal data directly from you when you contact us, request a quote, visit our facility, sign a storage agreement, make a payment or communicate with us by any means. We may also receive personal data from third parties where lawful, such as credit reference agencies, fraud prevention agencies, or individuals who authorise you as a user of a storage unit.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:
Contract: We process personal data where it is necessary for entering into, performing or managing a storage contract with you. This includes setting up your account, taking payment, providing access to your unit and communicating with you about your contract.
Legal obligation: We process personal data where we are required to do so to comply with legal obligations, such as tax and accounting requirements, prevention of fraud and crime, responding to lawful requests from authorities, and maintaining certain records.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, and where those interests are not overridden by your rights and interests. These interests include the security and safety of our facility, recovering unpaid debts, managing and improving our services, and defending or establishing legal claims.
Consent: In limited cases, we may rely on your consent, for example where required for certain marketing communications. Where we rely on consent, you can withdraw it at any time, without affecting the lawfulness of processing before withdrawal.
How We Use Personal Data
We use your personal data for the following purposes:
To provide storage services including setting up and managing your storage agreement, administering payments, and providing customer support.
To verify your identity and eligibility to use our services, including for fraud prevention and security checks.
To maintain the security and integrity of our facility through the use of access control systems, CCTV and visitor logs.
To manage our relationship with you, including communicating about changes to terms, prices, policies or services, and responding to your requests.
To carry out internal administration and business operations, including accounting, auditing, debt collection, and service improvement.
To comply with legal and regulatory requirements, including reporting obligations, tax records and responding to official requests.
To send you service-related information and, where permitted, carefully considered marketing information about our storage services that may be of interest to you. You can object to marketing at any time.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful. These include:
Service providers acting as data processors who provide services on our behalf, such as payment processors, IT and system support providers, security and CCTV maintenance providers, document storage and destruction services, and professional advisers such as accountants or auditors. These processors are contractually required to process personal data only according to our instructions and to implement appropriate security measures.
Other recipients such as insurers, debt collection agencies, credit reference agencies, legal representatives, courts, law enforcement bodies, regulators and other public authorities where necessary for the establishment, exercise or defence of legal claims, for fraud and crime prevention, or where we are legally obliged to do so.
Any potential buyer or business partner in the context of a business sale, merger or reorganisation, in which case we will ensure that appropriate safeguards are in place to protect your personal data.
International Data Transfers
Where we use service providers that process personal data outside the United Kingdom or the European Economic Area, we take steps to ensure that your data is subject to an equivalent level of protection. This may include using jurisdictions that have been recognised as providing adequate protection or putting in place standard contractual clauses or other lawful transfer mechanisms.
Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements.
In general, we retain most customer account and contract information for up to seven years after the end of your relationship with us, to comply with tax, accounting and legal record-keeping obligations and to be able to respond to any disputes or claims. CCTV footage and access logs are kept for shorter periods, typically only for as long as needed for security and investigative purposes, unless a longer retention period is required due to an incident, legal claim or investigation.
When personal data is no longer required, we will securely delete or anonymise it in accordance with our data retention policies and applicable law.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, staff training, physical security measures at our facility, and security controls over our IT systems. While we take reasonable steps to protect your personal data, no system can be completely secure, and you are encouraged to notify us promptly if you suspect any misuse of your information.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Self Storage Holland Park customers and relevant individuals in the Holland Park area, subject to certain legal conditions and exemptions.
Right of access: You have the right to request confirmation of whether we hold personal data about you and to obtain a copy of that data, together with certain information about how we process it.
Right to rectification: You have the right to ask us to correct or complete 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, 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 the processing.
Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify or erase your data or where you have objected to processing.
Right to data portability: Where the processing is based on consent or contract and carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to object: You have the right to object to processing of your personal data where we are relying on legitimate interests as our lawful basis. You also have an absolute right to object to the use of your personal data for direct marketing purposes, in which case we will stop processing it for that purpose.
Right not to be subject to automated decision-making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or significantly affects you, unless certain conditions are met. Self Storage Holland Park does not routinely engage in such automated decision-making regarding customers.
Exercising Your Rights and Complaints
You can exercise your rights or raise questions about this Privacy Policy and our data protection practices by contacting us using the contact details provided on our official customer communication materials or at our facility reception.
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 supervisory authority in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
