Privacy Policy - Plaistow Storage

Effective date: This Privacy Policy applies to all Plaistow Storage customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our storage services.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to prospective customers, current customers, former customers, and authorised account users who use or inquire about Plaistow Storage services.

1. Who We Are

Plaistow Storage provides storage-related services to customers in the Plaistow area and surrounding locations. For the purposes of data protection law, we act as the data controller for personal data collected and processed in relation to our services. This means we determine the purposes and means of processing your personal data.

We only collect data that is relevant, necessary, and proportionate to the services we provide.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, date of birth, and identification details where needed for verification.
Contact data: address, email address, and telephone number.
Account data: customer reference numbers, booking details, storage unit details, and billing status.
Payment data: payment method, payment history, invoices, and transaction records. We do not store full card details where payment processing is handled by a third party.
Security and access data: entry logs, CCTV records, key or access code information, and visit history where applicable.
Communications data: enquiries, complaints, service requests, and correspondence with our team.
Technical data: limited device and usage information collected when you interact with our digital systems, where applicable.

We do not intentionally collect special category data unless it is required for a lawful reason or voluntarily provided by you and necessary for a specific purpose. If such information is ever processed, we will apply additional safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

to set up and manage customer accounts;
to provide storage services and administer access;
to process payments, invoices, and refunds;
to verify identity and prevent fraud;
to maintain security, including access control and CCTV monitoring;
to respond to enquiries, complaints, and support requests;
to comply with legal and regulatory obligations;
to manage insurance-related matters where relevant;
to improve our services, systems, and operational efficiency;
to defend or establish legal claims.

We will never use your data for purposes that are incompatible with those originally stated, unless we have a lawful basis to do so.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the context, our lawful bases include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as managing your storage booking, account, access, and payments.

Legal Obligation

We process data where required to comply with legal obligations, such as record-keeping, tax, accounting, fraud prevention, or responding to lawful requests from public authorities.

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. Examples include site security, internal administration, service improvement, and protecting our business against misuse or unlawful activity.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive optional marketing communications. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and subject to appropriate safeguards.

Our processors may include:

Payment processors: to handle secure payment transactions.
IT and cloud service providers: to host systems, store data, and maintain secure business operations.
Security providers: for CCTV, monitoring, alarm, or access control services.
Accounting and professional advisers: to support finance, audit, or legal compliance.
Customer service platforms: to manage communication records and service requests.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our rights, property, customers, or staff.

All processors are required to handle personal data securely, use it only for authorised purposes, and implement appropriate technical and organisational measures.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures recognised by applicable law.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements.

Typical retention periods may include:

Customer account and contract records: retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records: retained in line with statutory accounting and tax obligations.
Security records: retained only for as long as needed for safety, incident management, or legal purposes.
Enquiry and correspondence records: retained for operational and evidential purposes for a limited period.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, secure storage, staff confidentiality obligations, monitoring, and regular review of our security practices.

Although we take security seriously, no system can be guaranteed to be completely secure. We therefore encourage customers to take reasonable precautions when sharing information with us.

9. Your Rights

As a data subject, you have rights under UK GDPR in relation to your personal data. These rights may be exercised subject to legal conditions and exemptions. Your rights include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request limited processing in specific situations.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been mishandled. We encourage you to raise concerns with us first so that we can try to resolve them promptly.

10. Cookies and Similar Technologies

If we operate any digital platforms, we may use cookies or similar technologies to support functionality, measure performance, or improve user experience. Where required, we will seek consent for non-essential cookies and provide clear information about how they are used.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless required in connection with a lawful service arrangement and appropriate authorisation has been provided.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically.

13. Summary of Key Principles

We collect only the personal data needed to provide storage services.
We process data lawfully, fairly, and transparently.
We share data only where necessary and with appropriate safeguards.
We retain data only for as long as required.
We respect your rights and provide ways to exercise them.

Plaistow Storage is committed to protecting the privacy of all customers in the area and to maintaining trust through responsible data handling.