Privacy Policy - Ickenham Storage

Ickenham Storage is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Ickenham Storage customers in area, including prospective customers, current customers, and individuals who communicate with us about storage services.

1. Who this policy applies to

This policy applies to anyone who uses or enquires about Ickenham Storage services in the local area. It covers people who:

request a quotation or make an enquiry
enter into a storage agreement
store goods with us
use associated services such as access administration, account management, or billing
visit our premises or interact with our staff or systems

Where we refer to “we”, “us”, or “our”, we mean Ickenham Storage as the data controller for the personal information described in this policy.

2. Personal data we collect

We only collect personal data that is relevant and necessary for providing storage services, managing our business, and meeting legal obligations. The information we may collect includes:

2.1 Identity and contact details

full name
postal address
email address
telephone number
business name and job title, where applicable

2.2 Account and service information

storage unit or facility records
booking and access details
billing information
payment status and transaction records
communications relating to service use, enquiries, complaints, or support requests

2.3 Identification and verification data

identity documents where required for security or fraud prevention
proof of address
vehicle registration details where access control or site security requires them

2.4 Technical and security data

CCTV recordings where used for security, crime prevention, and site protection
access logs, including date and time of entry where applicable
device or browser information if you interact with our digital systems

We do not intentionally collect special category data unless it is strictly necessary and lawful to do so. If such information is provided to us incidentally, we will handle it with appropriate care and safeguards.

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 and maintain accurate financial records
to communicate about bookings, account status, and service matters
to maintain security and protect our premises, staff, customers, and property
to comply with legal, regulatory, tax, and accounting obligations
to resolve disputes, investigate incidents, and enforce agreements
to improve our services, operations, and customer experience

We will only use personal data in ways that are fair, lawful, and transparent. We do not use personal data for unrelated purposes unless we have a valid legal basis and have informed you where required.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on the following bases:

4.1 Contract

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

4.2 Legal obligation

We process certain data to comply with legal requirements, such as record-keeping obligations, tax and accounting rules, and responding to lawful requests from authorities.

4.3 Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include:

protecting our premises and property
preventing fraud, misuse, or unauthorised access
maintaining secure operations
handling customer enquiries and complaints
improving internal processes and service delivery

4.4 Consent

In limited situations, we may rely on your consent, for example where the law requires consent for a specific activity. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. Sharing personal data and processors

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

Processors are service providers that handle personal data on our behalf and under our instructions. They may include:

IT and cloud hosting providers
accounting and payment processing services
customer management or booking system providers
security service providers
document storage or archiving providers

Where we use processors, we require them to:

process data only on our instructions
keep it confidential and secure
implement appropriate technical and organisational measures
assist us in meeting our legal obligations where required

We may also disclose personal data to:

law enforcement or public authorities where required by law
legal advisers, insurers, or dispute resolution bodies
debt recovery or fraud prevention services where necessary and lawful

We do not sell personal data. Any sharing is limited to what is necessary and proportionate.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, reporting, security, or contractual reasons. Retention periods depend on the type of record and why it is held.

Customer account and contract records are usually kept for the duration of the relationship and for a reasonable period afterwards.
Financial and tax records are retained in line with statutory requirements.
Security records, including CCTV footage, are kept only for as long as needed for safety, incident review, or investigation purposes.
Enquiry records may be retained for a limited period if no agreement is entered into, to help manage follow-up and service administration.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is always limited to what is necessary and we regularly review the information we hold.

7. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights apply subject to legal conditions and exemptions.

7.1 Right of access

You may request confirmation of whether we process your personal data and ask for a copy of it.

7.2 Right to rectification

You may ask us to correct inaccurate or incomplete personal data.

7.3 Right to erasure

In some circumstances, you may ask us to delete your personal data, for example where it is no longer needed or where you withdraw consent.

7.4 Right to restrict processing

You may ask us to limit how we use your data in certain situations, such as while we verify accuracy or consider an objection.

7.5 Right to data portability

Where applicable, you may request that we provide your data in a structured, commonly used, machine-readable format.

7.6 Right to object

You may object to processing based on legitimate interests, and we will stop unless we can show compelling grounds that override your interests or the processing is required for legal claims.

7.7 Right to withdraw consent

Where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the timeframe required by law.

8. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and monitoring of security-relevant activity.

Although we work hard to protect information, no system can be guaranteed to be completely secure. We therefore encourage customers to keep their own account details and access information confidential.

9. International transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place to protect your information and to meet applicable legal requirements.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. The latest version will apply to all Ickenham Storage customers in area from the time it is published or otherwise made available.

11. Complaints

If you are concerned about how we handle personal data, you have the right to raise the matter with the relevant data protection authority. We also encourage you to contact us directly so we can address concerns promptly and fairly.

By using our services, you acknowledge that you have read and understood this Privacy Policy. We value privacy and are committed to handling personal data responsibly, securely, and in line with the principles of lawfulness, fairness, transparency, minimisation, accuracy, storage limitation, integrity, and accountability.