Privacy Policy - Addiscombe Storage

This Privacy Policy explains how Addiscombe Storage collects, uses, stores, shares, and protects personal data when providing storage-related services. It applies to all Addiscombe Storage customers in the area, including prospective customers, current customers, and individuals who enquire about our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Addiscombe Storage acts as the data controller for personal data collected in connection with our storage services, administrative operations, customer communications, and related business activities. This means we decide why and how personal data is processed.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing and managing our services, operating our business, and meeting legal obligations. Depending on your relationship with us, this may include:

Identity information such as your name, date of birth, and identification details.
Contact information such as address, email address, and telephone number.
Account and service information including storage unit details, booking records, payment status, and contract history.
Payment information such as billing records and transaction details.
Access and security information such as entry logs, keyholder details, and relevant CCTV records where applicable.
Communications including enquiries, complaints, service requests, and correspondence.
Technical information such as limited device or usage data when you interact with digital systems used by us.

We generally do not seek to collect special category data. If such information is voluntarily provided, it will only be processed where a lawful basis exists and where appropriate safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide storage services and manage customer accounts.
To verify identity and prevent fraud.
To process payments, issue invoices, and manage billing.
To communicate about bookings, account matters, and operational updates.
To maintain the safety and security of our premises, staff, customers, and property.
To comply with legal, tax, and regulatory obligations.
To resolve disputes, enforce agreements, and manage claims.
To improve the quality, efficiency, and reliability of our services.

4. Lawful Basis for Processing

We only process personal data where the law allows us to do so. 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 setting up accounts, managing storage services, collecting payment, and carrying out our obligations under the agreement.

Legal Obligation

We may process personal data where needed to comply with legal requirements, including accounting, tax, record-keeping, and lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining security, preventing misuse, improving operations, and protecting our property or legal position.

Consent

In limited circumstances, we may rely on your consent, for example where specific optional communications or processing activities require it. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver our services. These third parties act as processors or, in some cases, independent controllers. Processors only act on our instructions and are required to protect personal data appropriately.

Examples of processors may include:

IT and cloud service providers that host or support systems used for administration, storage management, and secure record keeping.
Payment service providers that handle transactions and payment processing.
Security service providers that support monitoring, access control, or alarm systems.
Professional advisers such as accountants, auditors, legal advisers, or insurance advisers where necessary.
Administrative support providers that assist with document management, communications, or business operations.

We may also disclose personal data if required by law, court order, or where necessary to protect our rights, customers, staff, or the public. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods depend on the type of data and the legal or business need for keeping it. In general:

Customer contract and account records are retained for the duration of the relationship and for a reasonable period afterwards.
Financial and tax records are kept in line with legal and accounting requirements.
Security records, including access logs and CCTV-related data, are retained for a limited period unless needed for an incident investigation or legal claim.
Enquiry records may be kept for a shorter period if no service relationship is established.

When personal data is no longer needed, we will securely delete, destroy, or anonymise it.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, restricted permissions, and monitoring of systems. Although no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

8. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations or approved contractual protections. We will only transfer data where permitted by law.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply in certain circumstances and are subject to legal exceptions. Your rights include:

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 - you may ask us to delete your personal data where there is no legal reason for us to keep it.
Right to restriction - you may ask us to limit how we use your data in certain cases.
Right to data portability - you may request certain data in a usable format where processing is based on contract or consent and carried out by automated means.
Right to object - you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

You also have the right to make a complaint to the UK Information Commissioner's Office if you believe your data protection rights have been infringed.

10. Children’s Data

Our services are not intended for children acting independently. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with lawful storage arrangements and is necessary for service administration.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. Any updates will take effect when published and will apply to the use of personal data from that point onward.

12. Summary of Our Approach

Addiscombe Storage processes personal data only when necessary, only for clear business or legal purposes, and only with suitable safeguards. We aim to be transparent about what we collect, why we collect it, who may process it on our behalf, how long we keep it, and what rights customers have over their information.

This Privacy Policy applies to all Addiscombe Storage customers in the area.