Storage Sydenham Privacy Policy
This Privacy Policy explains how Storage Sydenham collects, uses, shares and protects personal data relating to customers and prospective customers within our service area. It is intended to provide clear information in accordance with the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Storage Sydenham customers and individuals who enquire about or use our storage services in the area.
Who we are and scope of this policy
Storage Sydenham is a storage services provider offering storage units and related services to customers in the local area. For the purposes of data protection law, Storage Sydenham is the data controller for the personal data described in this policy. This means we decide why and how your personal data is processed.
This Privacy Policy applies whenever you interact with us in relation to our services, including when you contact us, request a quote, make a booking, sign a storage agreement, access your unit, or otherwise communicate with us as a customer or potential customer.
Personal data we collect
We collect and process different types of personal data depending on how you interact with Storage Sydenham. This may include:
Identification and contact details such as your full name, postal address, billing address, contact address, and any alternative contact details you provide.
Communication details such as your preferred communication method and records of communications you have with us, including enquiries, complaints, feedback and service-related correspondence.
Account and contract information such as customer account identifiers, storage unit numbers, rental start and end dates, contract terms, payment plans, deposit details and related records.
Financial and payment information such as information required to process your payments and manage your account, including payment histories. We do not store full payment card details; these are handled by secure payment processors acting on our behalf.
Usage and access information such as records of your visits to our storage facility, access logs for security and safety purposes, and information about services you use or enquire about.
Security and monitoring information such as facility access records and closed circuit television images captured at our site. CCTV is used for security, safety and loss prevention.
Technical data such as information relating to your use of any online tools or forms we may provide, including basic technical information from your device necessary to deliver those services.
How we collect your data
We collect personal data directly from you when you:
Request a quote or information about our services.
Enter into a storage agreement with us or manage an existing agreement.
Make a payment or request a refund.
Visit our premises or use access systems to enter the facility.
Communicate with us by any means, including in person, by post or using online forms.
We may also receive limited information about you from third parties where this is necessary for our services or required by law, for example payment processors, debt recovery services, or regulatory and law enforcement bodies.
Lawful basis for processing your data
Storage Sydenham processes personal data only where there is a lawful basis to do so under data protection law. Depending on the specific activity, we rely on the following lawful bases:
Performance of a contract. We process your personal data to provide our storage services, manage your account, administer your storage agreement, handle your payments and deliver any related services you request.
Compliance with legal obligations. We process certain data to meet legal and regulatory obligations, such as tax and accounting requirements, health and safety obligations, security and crime prevention measures and responding to lawful requests from public authorities.
Legitimate interests. We process data where necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This includes managing and improving our services, securing our premises and assets, preventing fraud and misuse, maintaining accurate records, and ensuring network and information security.
Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional communication. Where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.
How and why we use your data
We use your personal data to:
Provide and manage storage services you request, including setting up your account, administering your contract, handling access and resolving issues.
Process payments, deposits, refunds and any applicable charges, and maintain accurate transactional records.
Communicate with you about your account, bookings, changes to our terms and policies, facility access information, safety notices and other essential service updates.
Maintain the safety and security of our premises, customers and staff, including through the use of CCTV, access monitoring and fraud prevention measures.
Manage our business operations, including accounting, auditing, dispute resolution and reporting.
Comply with legal and regulatory obligations, respond to requests from public authorities and support the investigation or prevention of crime.
Data retention and storage
Storage Sydenham retains personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting or reporting requirements.
In general, we retain customer account and contract information for a period after the end of your storage agreement to enable us to respond to queries, resolve disputes, recover outstanding payments and meet retention requirements under applicable law.
Payment records, invoices and associated financial data are kept for the period required by tax and accounting regulations. CCTV footage and access logs are retained for a limited time, only as long as reasonably necessary for security, safety and incident investigation, unless a longer retention period is needed in connection with a specific incident or legal requirement.
When data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.
Data processors and sharing of information
We may share your personal data with carefully selected third parties acting as data processors who process data on our behalf and under our instructions. These may include payment processing providers, secure data hosting and storage providers, customer management system providers, security and access control service providers and professional advisers such as accountants or auditors where necessary.
All such processors are required to take appropriate technical and organisational measures to protect your personal data and are only permitted to process it to the extent necessary to provide their services to Storage Sydenham.
We may also disclose personal data to third parties where required by law, to protect our legal rights, to assist with the prevention or investigation of crime, or in connection with the transfer of our business or assets where this is lawful and appropriate.
We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.
International transfers
Where it is necessary for the operation of our systems or services that personal data is processed in countries outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data. These may include the use of recognised standard contractual clauses or equivalent measures required by data protection law.
Your data protection rights
Under data protection law, you have several important rights in relation to your personal data. Subject to certain conditions and exemptions, you may:
Request access to the personal data we hold about you and obtain a copy of that data.
Request correction of any inaccurate or incomplete personal data we hold about you.
Request erasure of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected.
Object to the processing of your personal data where we rely on legitimate interests, including for direct marketing, in circumstances where your rights override our interests.
Request restriction of processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection.
Request the transfer of your personal data to you or to another service provider where technically feasible, where processing is based on consent or contract and carried out by automated means.
Where we rely on your consent, withdraw that consent at any time, without affecting the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed.
Security of your personal data
Storage Sydenham takes appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. Measures include restricting access to personal data to authorised personnel and service providers, using secure systems to store and manage information, and applying policies and procedures designed to maintain the confidentiality and integrity of data.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updated version will apply to all Storage Sydenham customers in the area from the date it is made available. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.
