Storage Rayners Lane Privacy Policy
This Privacy Policy explains how Storage Rayners Lane collects, uses, stores, and protects personal data relating to our customers and prospective customers in our local area. It also explains your rights under applicable data protection laws, including the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all individuals who use or enquire about Storage Rayners Lane services in the area.
Who This Policy Applies To
This Privacy Policy applies to all Storage Rayners Lane customers and prospective customers in the surrounding area who interact with us in person, by post, online, or by any other means. It applies to individual customers, individuals acting on behalf of business customers, and any authorised contacts or emergency contacts that are provided to us in connection with a storage agreement.
Types of Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. This may include the following categories of information:
Identification and contact details: name, postal address, billing address, contact address, and information to verify your identity, such as date of birth and identification document details shown to staff for verification purposes.
Contact and communication data: email address, communication preferences, and records of communications you have with us, such as enquiries, complaints, or feedback.
Account and contract data: customer account numbers or identifiers, details of your storage unit or units, access codes allocated to you, rental period, payment history, and other information required to manage your contract with us.
Payment and transaction information: details of payments made to us and from us, including transaction dates, amounts, and payment method details required to process your payment. We do not store full card payment details when payment is processed by an external payment processor.
Security and access information: records from site access systems such as key fob usage, access log times, and vehicle registration numbers where relevant to the management of access to the facility. We may also operate closed circuit television on and around our premises for security and safety purposes.
Technical and usage information: when you visit our website, we may collect standard log information, such as pages visited, time and date of access, and general device information, for security, analytics, and service improvement. Where cookies or similar technologies are used, we only use them as permitted by applicable law.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are as follows:
To set up and manage your storage agreement: we use your identification, contact, and account data to create and manage your customer account, provide you with a storage unit, administer payments, and communicate with you about your contract. The lawful basis is the performance of a contract or taking steps at your request before entering into a contract.
To communicate with you and respond to enquiries: we use your contact details and communication data to respond to your questions, provide customer support, and manage our relationship with you. The lawful basis is performance of a contract, taking steps before entering into a contract, and our legitimate interests in running our business and maintaining customer relationships.
To comply with legal and regulatory obligations: we may process your identification, payment, and account information to comply with legal obligations, such as tax laws, accounting requirements, or law enforcement requests. The lawful basis is compliance with a legal obligation.
To ensure security and prevent crime: we may use access logs, CCTV footage, and related information to protect our premises, customers, staff, and property, to prevent unauthorised access, and to assist in the investigation of incidents. The lawful basis is our legitimate interests in ensuring security and preventing crime, and in some cases, the establishment, exercise, or defence of legal claims.
To improve and manage our services: we may use anonymised or aggregated usage information to understand how our services are used and to improve our operations. Where any personal data is used for this purpose, the lawful basis is our legitimate interests in running and improving our business.
To send you relevant information about our services: where permitted by law, and subject to your choices, we may use your contact details to send you information about similar services that may interest you. The lawful basis is our legitimate interests in promoting our services, except where consent is required by law, in which case we will rely on your consent.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.
For the duration of your contract: we retain your account, contract, and payment information for as long as you have a relationship with us and for a reasonable period afterward in case of queries, disputes, or legal obligations.
After your contract ends: we generally retain key contract and transaction records for a period consistent with statutory limitation periods and regulatory requirements, for example for tax or accounting purposes. This period is usually several years after the end of the financial year in which your contract ended.
Access and security data: access logs and CCTV footage are kept for shorter periods where possible, unless longer retention is required due to an incident, dispute, or legal requirement.
Marketing information: we retain your contact details for direct marketing purposes until you opt out or request deletion, or until we no longer reasonably need them, whichever occurs first.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties who act as data processors on our behalf or as separate controllers, where this is necessary for the purposes described in this policy or required by law.
Service providers and processors: we may share personal data with third party companies that provide services to us, such as payment processing, accounting or bookkeeping services, information technology and hosting, access control systems, CCTV maintenance, document storage, and professional advisers. These third parties are contractually required to process your data only in accordance with our instructions, to keep it secure, and to use it only for the agreed purposes.
Professional and legal advisers: we may share personal data with legal advisers, auditors, insurers, or other professional advisers where necessary to obtain advice, manage risks, or handle disputes. These parties may act as controllers, and their own privacy policies will also apply.
Authorities and law enforcement: we may need to share personal data with law enforcement agencies, courts, regulators, or other public authorities where we are required or permitted to do so by law, or where this is necessary to protect our rights, your rights, or the rights of others.
Business transfers: in the event that Storage Rayners Lane is involved in a business sale, merger, or similar transaction, we may share relevant customer data with parties involved, in compliance with data protection law.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data, subject to applicable exemptions and limitations. These include:
Right of access: you can ask for confirmation that we process your personal data and request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected. This right may be limited where we must retain data for legal obligations or to establish, exercise, or defend legal claims.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain circumstances, such as where you contest its accuracy or object to our use of it.
Right to data portability: in some cases, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format and to transmit it to another controller.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is needed for legal claims. You can always object to the use of your personal data for direct marketing, and we will stop this processing.
Right to withdraw consent: where we rely on your consent for processing, you can withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any updated version will apply from the date it is made available. You should review this policy periodically to stay informed about how we protect your personal data at Storage Rayners Lane.
