Self Storage Hackney Privacy Policy
This Privacy Policy explains how Self Storage Hackney collects, uses, stores, shares and protects your personal data. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Self Storage Hackney customers and prospective customers in the Hackney area, including anyone who makes an enquiry, requests a quote, visits our facilities or uses our storage services.
By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. We may update this Privacy Policy from time to time, and any changes will apply from the date we publish the updated version.
Who We Are and Scope of This Policy
Self Storage Hackney is the organisation responsible for determining how and why your personal data is processed. For the purposes of data protection law, Self Storage Hackney is the data controller for the personal data described in this Privacy Policy.
This Privacy Policy covers all personal data we process about individuals in connection with our self storage services in the Hackney area, including enquiries, reservations, contracts, payments, access control and customer support.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us. The types of data we may collect include:
Identification and contact details, such as your full name, postal address, billing address, contact address, and any other address you provide to us, as well as your contact details including your mobile number and any other phone number you choose to provide.
Account and contract information, such as unit numbers, rental agreements, start and end dates, services selected, correspondence relating to your storage, access permissions for authorised persons and records of any changes to your contract.
Payment and transaction data, such as payment method details that you provide to us for processing your payments, payment history, invoices, records of refunds, and records of missed or late payments.
Security and access data, such as access codes for entering the facility, gate or door logs, visit records, CCTV footage in and around our premises, and records of incidents or security related events.
Communication data, such as records of your enquiries, complaints, requests, feedback, and any other communications with us by any channel, as well as notes created by our staff in order to respond to or manage these communications.
Website and device data, where relevant, such as technical information about your device, your approximate location and your interactions with our online forms or tools, to the extent that this data is collected and is identifiable.
Lawful Bases for Processing Your Data
We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the specific processing activity, we rely on one or more of the following lawful bases:
Contract. We process your personal data when it is necessary for entering into, managing or performing a contract with you. This includes providing quotes, setting up and managing your storage unit, processing payments, and communicating with you about your storage agreement.
Legal obligation. We process certain personal data to comply with legal and regulatory requirements, such as tax and accounting obligations, fraud prevention, law enforcement requests and health and safety requirements in our facilities.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include securing our premises and property, improving our services, managing our business operations, preventing and detecting fraud, and handling complaints or disputes. For example, we rely on legitimate interests to operate CCTV, manage access control systems, maintain customer records and pursue unpaid charges.
Consent. In limited cases, we may rely on your consent to process your personal data, for example for certain types of optional marketing. When we rely on consent, you have the right to withdraw your consent at any time, and we will stop processing your data for that purpose.
Purposes for Which We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries and provide quotes. When you contact us or request information, we use your details to respond and to provide pricing and availability information.
To set up and manage your storage service. We use your personal data to open your account, prepare your agreement, allocate storage units, manage payments, and maintain records of your contract.
To process payments and manage billing. We use payment and transaction data to issue invoices, process payments, handle refunds where appropriate, and recover unpaid amounts.
To maintain security and protect our premises. We use access data, CCTV and incident records to safeguard our customers, staff, premises and property, and to investigate and prevent unauthorised access or criminal activity.
To provide customer support. We use communication data and account information to resolve queries, address complaints, handle requests and provide ongoing support throughout your relationship with us.
To comply with legal and regulatory requirements. We retain and disclose data where necessary to comply with applicable laws, tax and accounting rules, and to respond to lawful requests from public authorities.
To manage and improve our business. We use aggregated and anonymised information where possible to monitor service performance, develop our services and train our staff.
Data Sharing and Use of Processors
We may share your personal data with carefully selected third parties where this is necessary and in accordance with data protection law. These third parties act as data processors or, in some circumstances, as independent controllers.
Service providers acting as processors. We engage third party providers to perform certain services on our behalf, such as payment processing, accounting services, secure data storage, facility access control systems, CCTV maintenance, customer relationship management and IT support. These providers are only permitted to use your personal data in accordance with our instructions and for the purposes we specify. We take steps to ensure they provide appropriate security for your data.
Professional and legal advisers. We may share data with our accountants, lawyers, auditors or other professional advisers where necessary for obtaining advice, managing risks, or handling disputes.
Public authorities and law enforcement. We may disclose personal data when required to do so by law or where we believe disclosure is necessary to protect our rights, the safety of our customers or staff, or to assist with the prevention and detection of crime.
Other third parties. In the event of a business sale, merger or reorganisation, we may transfer relevant customer data to a new owner or entity, in which case we will ensure that appropriate safeguards are in place.
We do not sell your personal data to third parties.
Data Retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements. When determining the appropriate retention period, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it and whether we can achieve those purposes through other means.
In general, we keep customer and contract records for a defined period after your agreement ends, to deal with any questions, disputes, claims or legal obligations. Payment and financial records are typically kept for a longer period in line with tax and accounting rules. CCTV footage and access logs are usually retained for a shorter period, unless they are needed to investigate an incident or comply with a legal obligation.
Once personal data is no longer required, we delete it or anonymise it so that it can no longer be linked to you.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions:
Right of access. You have the right to request confirmation as to whether we hold personal data about you and, if we do, to request a copy of that data and information about how we use it.
Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you may request that we delete or remove your personal data, for example where the data 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 processing.
Right to restriction of processing. You have the right to ask us to suspend the processing of your personal data in specific situations, such as while we verify the accuracy of the data or consider an objection you have raised.
Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing purposes. We will stop processing your data 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. In certain situations, you can request that we provide your personal data in a structured, commonly used and machine readable format and that we transfer it to another organisation where technically feasible.
Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.
If you wish to exercise any of these rights, we may need to verify your identity before acting on your request. We will respond to all valid requests within the timeframes required by law.
Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage systems, encryption, staff training, and regular review of our security practices.
While we take reasonable care to protect your data, no system can be completely secure. You are responsible for keeping any access codes or security information that we provide to you confidential and not sharing them with anyone who should not have access to your unit or account.
How to Contact Us and Complaints
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise your data protection rights, you can contact us using the contact details provided on our website or in your contract documents.
You also have the right to raise a concern or lodge a complaint about our data handling practices with the UK data protection regulator. Details of how to do this can be obtained directly from the relevant authority.
This Privacy Policy is intended to give you clear information about how Self Storage Hackney processes personal data for all customers and prospective customers in the Hackney area. We encourage you to read it carefully and to contact us if you need any further information.
