Privacy Policy - Upminster Storage

This Privacy Policy explains how Upminster Storage collects, uses, stores, shares, and protects personal data when you use our services. It applies to all Upminster Storage customers in the area, including prospective customers, current customers, former customers, and individuals who enquire about our storage services. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Upminster Storage provides storage services to individuals and businesses in the local area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing personal data and are responsible for ensuring that such processing complies with applicable data protection requirements.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. The types of information we may collect include:

Identity information such as your name and title.
Contact details such as your address, email address, and telephone number.
Account and service information including booking details, storage unit details, payment status, and account history.
Billing and payment data such as invoicing information, transaction records, and limited payment-related details.
Security information such as CCTV footage, access logs, gate entry records, and incident reports where relevant.
Correspondence including emails, messages, complaints, and feedback.
Technical information where you interact with our digital systems, including device and usage data if applicable.

We generally do not seek to collect special category data, such as information about health, race, religion, or political opinions. If such information is provided to us voluntarily or incidentally, we will handle it with additional care and only process it where permitted by law.

3. How We Use Personal Data

We use personal data for the following purposes:

To set up and manage storage agreements.
To verify identity and prevent fraud.
To process payments, invoices, and account administration.
To communicate with customers about service-related matters.
To maintain security and safeguard our premises, assets, staff, and customers.
To handle complaints, disputes, and legal claims.
To comply with legal and regulatory obligations.
To improve our services, procedures, and customer experience.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that use is permitted by law.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the context, our lawful bases may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing storage bookings, handling billing, and providing access to storage services.

Legal Obligation

We may process personal data where required to comply with legal obligations, such as accounting rules, tax requirements, health and safety duties, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This can include maintaining security, preventing fraud, improving service quality, and protecting our legal rights. When relying on legitimate interests, we assess the impact on your privacy and take appropriate safeguards.

Consent

In limited circumstances, we may rely on your consent, for example where we send certain optional marketing communications or process data in a way that requires prior permission. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties may act as processors or as independent controllers, depending on the circumstances.

Our processors may include:

IT and cloud service providers that host or maintain our systems.
Payment service providers that process card or banking transactions.
Security providers that support CCTV, alarms, or access control systems.
Administrative and bookkeeping providers that assist with invoicing and records management.
Professional advisers such as accountants, lawyers, or insurers where necessary.

We require processors to act only on our instructions, to keep personal data secure, and to process it in compliance with applicable data protection law. We do not sell personal data.

We may also disclose personal data where required by law, court order, or to protect the rights, property, or safety of Upminster Storage, our customers, staff, or others.

6. Retention of Personal Data

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

Customer account and contract records are generally retained for the duration of the agreement and for a reasonable period afterwards.
Financial and tax records are retained for the period required by applicable law.
Security records such as CCTV footage are retained only for as long as necessary for safety, incident handling, or investigation purposes.
Complaints and correspondence are retained for as long as needed to resolve matters and manage our legal obligations.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention procedures.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff training, password protections, and monitoring of systems. While no method of transmission or storage is completely secure, we work to maintain a level of security appropriate to the risk involved.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. Such safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted by data protection law.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request.

Right of access – you may request a copy of the personal data we hold about you.
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 request that we limit how we use your data in certain circumstances.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – in some cases, you may request that we provide your data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We would appreciate the opportunity to address any concerns directly first, where possible.

10. Cookies and Similar Technologies

If we use digital services that rely on cookies or similar technologies, these may be used to support basic functionality, improve performance, and analyse usage. Where required, we will provide appropriate information and obtain consent before placing non-essential cookies. You may manage cookie preferences through your browser settings or any available site controls.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Upminster Storage is committed to protecting your privacy and handling your personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We aim to keep our practices transparent, secure, and compliant, while respecting your rights under data protection law.