Storage Ickenham Privacy Policy
This Privacy Policy explains how Storage Ickenham collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also explains the lawful bases we rely on under the UK General Data Protection Regulation and the Data Protection Act, how long we keep data, with whom it is shared, and the rights that individuals have in relation to their personal data.
This Privacy Policy applies to all Storage Ickenham customers, past, present and prospective, in our operating area, including individuals, sole traders and representatives of business customers who use or enquire about our storage services.
Data controller
Storage Ickenham is the controller of the personal data described in this Privacy Policy. This means that Storage Ickenham decides how and why personal data is processed and is responsible for ensuring that such processing complies with applicable data protection law.
Personal data we collect
We collect and process different types of personal data depending on your relationship with us and how you interact with Storage Ickenham. The categories of data we may collect include the following.
Identification and contact details, such as your full name, postal address, billing address, contact address, and any other address you supply to us, as well as your date of birth where required for identity or age verification. We also collect online contact details you choose to provide, such as a contact form name.
Contract and account information, such as details of your storage unit, contract start and end dates, services selected, pricing and payment terms, account history, and communications relating to your contract with us.
Payment and transaction data, such as records of payments made to us and from us, payment method details, invoicing records, and payment history. Where we use a third party payment processor, we do not store full card details but may receive limited tokenised or reference information for reconciliation and fraud prevention.
Identity verification and security data, such as copies or details of identification documents you provide where necessary for verification, and records relating to access control systems used to enter our storage facilities. This may include time and date of entry and exit, access code use, and related security logs.
Communications data, including records of enquiries, complaints, feedback and any other correspondence you have with us by post, online form or in person. We keep a record of these interactions to manage your account and improve our services.
Technical and usage data, where you visit our website or use online services we provide, such as IP address, browser type and version, time zone setting and approximate location, and information about how you use our website and online forms. This may be collected using standard web technologies for analytics and security purposes.
Marketing preferences, such as whether you have consented to receive marketing communications from us and details of your communication preferences and responses.
How we collect personal data
We collect personal data directly from you when you contact us, request a quote, make a booking, sign a storage agreement, visit our facilities, use our website, or communicate with us in any way. We may also receive personal data from third parties, such as payment processors, credit reference agencies where permitted, and business partners or platforms that pass us enquiries you have made to them about storage services.
Lawful bases for processing
We process personal data only where we have a lawful basis under data protection law. Depending on the circumstance, we rely on one or more of the following legal bases.
Contract. We process personal data where it is necessary to enter into a contract with you or to perform a contract we have with you. This includes processing required to provide storage services, manage your account, handle payments, respond to your requests and administer your bookings.
Legal obligation. We process personal data where we are required to comply with legal obligations, including tax and accounting requirements, record keeping, regulatory obligations, fraud prevention, and responding to lawful requests from public authorities.
Legitimate interests. We process personal data where it is necessary for our legitimate interests or those of a third party, and where your interests and fundamental rights do not override those interests. Our legitimate interests include operating and improving our storage business, maintaining security of our premises, managing customer relationships, protecting our assets, handling queries and complaints, and conducting limited direct marketing to existing customers in a proportionate manner.
Consent. In certain situations, we may rely on your consent, for example where we send you marketing communications by electronic means that require consent, or where we use optional cookies or similar technologies that are not strictly necessary. Where processing is based on consent, you can withdraw your consent at any time.
How we use personal data
We use personal data for the following purposes in line with the lawful bases described above. To provide storage services and manage your account, including setting up and administering your contract, providing access to your storage unit, processing payments, and communicating with you about your booking and any changes.
To maintain security and safety, including monitoring access to our facilities, managing access codes, and using security logs where necessary to investigate incidents, prevent fraud, and protect people and property.
To respond to enquiries and provide customer support, including answering questions, managing complaints, handling requests to exercise your data protection rights, and providing information about our services.
To manage our business operations, including internal record keeping, financial management, audit, quality control, staff training, and the development and improvement of our services and website.
To comply with legal and regulatory requirements, including retaining certain records for tax and accounting purposes and cooperating with law enforcement or regulatory authorities where required by law.
To send you marketing communications about Storage Ickenham services where permitted by law. You can opt out of marketing communications at any time.
Data sharing and processors
We may share personal data with third parties where necessary for the purposes described in this Privacy Policy and where permitted by law. These third parties act either as processors, processing personal data on our behalf, or as separate controllers with their own legal responsibilities.
Service providers and processors. We use carefully selected third party providers to help us deliver our services and run our business. These may include payment processing services, IT and cloud hosting providers, security and access control providers, and administrative support services. These providers act as processors and are bound by contractual obligations to keep personal data secure, to process it only on our documented instructions, and to assist us in fulfilling our data protection obligations.
Professional advisers. We may share data with professional advisers such as accountants, auditors, legal advisers and insurers where necessary for the establishment, exercise or defence of legal claims, for compliance and audit, and for the proper management of our business.
Authorities and law enforcement. We may disclose personal data to public authorities, regulators, law enforcement bodies or courts where we are legally required to do so or where such disclosure is necessary to protect our rights, the rights of our customers, or the safety of our staff and the public.
Other third parties. In the event of a business sale, merger, reorganisation or similar transaction, we may share relevant personal data with potential or actual buyers or partners and their advisers, subject to confidentiality obligations, where allowed by law.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements. When determining the appropriate retention period for personal data, we consider the amount, 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, as well as applicable legal requirements.
In general, we keep customer account and contract data for a period after the end of the customer relationship to respond to any queries, resolve disputes, enforce our agreements, and comply with our legal obligations. Financial records are kept for the period required by tax and accounting laws. Security and access records are kept for shorter periods unless required for an ongoing investigation or legal matter. Once data is no longer needed, it will be securely deleted, anonymised or archived in line with our data retention procedures.
International transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where personal data is accessed from those locations, we take steps to ensure that an adequate level of protection is in place in accordance with data protection law. This may include relying on adequacy regulations or implementing appropriate safeguards such as standard contractual clauses.
Security of personal data
We implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those staff and service providers who need it for their role, using secure systems and tools, and training staff on data protection responsibilities. While we take reasonable steps to safeguard personal data, no system can be completely secure and we cannot guarantee absolute security.
Your data protection rights
Under data protection law, individuals have certain rights in relation to their personal data. These rights apply in most circumstances, subject to legal limitations and exemptions.
Right to be informed. You have the right to be provided with clear and transparent information about how we use your personal data, which is the purpose of this Privacy Policy.
Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how and why it is processed.
Right to rectification. You have the right to request that inaccurate personal data be corrected and that incomplete data be completed.
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 lawful basis for processing.
Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we are verifying the accuracy of the data or considering an objection you have raised.
Right to data portability. Where processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data 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 the processing of your personal data that is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds to continue or we need the data for legal claims. You also have an absolute right to object at any time to the processing of your personal data for direct marketing purposes.
Rights in relation to automated decision-making. If we use solely automated decision-making that has legal or similarly significant effects on you, you have rights related to such decisions, including the right to obtain human intervention and to contest the decision.
You can exercise your rights by contacting Storage Ickenham and providing sufficient information to identify yourself and your relationship with us. We may need to request additional information to verify your identity before responding. We aim to respond to all valid requests within one month, or longer if permitted by law for complex or numerous requests.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data at Storage Ickenham.
