Privacy Policy - Manorhouse Storage

Manorhouse Storage is committed to protecting the privacy and personal data of all customers in 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 Manorhouse Storage customers in area, including prospective customers, current customers, former customers, and authorised users acting on their behalf.

1. Information We Collect

We collect only the personal data needed to provide storage services, manage accounts, comply with legal obligations, and improve our operations. The categories of data we may collect include:

Identity information: name, date of birth, and identification details used to verify identity.
Contact information: address, email address, and telephone number.
Account and booking information: storage unit details, contract information, payment status, and service preferences.
Financial information: payment card details or bank-related information where required for payment processing.
Security information: CCTV images, access logs, vehicle registration details, and site entry records.
Communication records: emails, forms, notes, and messages relating to enquiries, complaints, or support requests.
Technical information: limited device or usage data collected through our systems for security and service management.

We generally collect data directly from you when you make an enquiry, sign a contract, access a unit, make a payment, or communicate with us. We may also receive information from third parties where necessary for identity checks, fraud prevention, lawful access control, or payment administration.

2. How We Use Your Personal Data

We use personal data only for clear and legitimate purposes. These include:

setting up and managing customer accounts;
providing storage services and maintaining access control;
processing payments and handling refunds or arrears;
verifying identity and preventing fraud;
protecting the security of customers, staff, and property;
meeting legal, tax, accounting, and regulatory obligations;
responding to enquiries, disputes, and complaints;
improving our services, systems, and customer experience;
enforcing contracts and defending legal claims.

We do not use personal data for purposes that are incompatible with those stated above unless we are required or permitted to do so by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Manorhouse Storage relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into and perform a storage agreement. This includes setting up accounts, issuing invoices, granting access, and administering your contract.

Legal obligation

We process data where needed to comply with laws and regulatory requirements, including record-keeping, tax obligations, fraud prevention, and lawful disclosure requests.

Legitimate interests

We may process data for our legitimate interests, provided your rights and freedoms do not override those interests. This includes site security, CCTV monitoring, protecting property, preventing unauthorised access, managing business operations, and improving our services. Where we rely on legitimate interests, we assess the impact on privacy and take steps to minimise risk.

Consent

Where we rely on consent, we will make it clear what you are consenting to and how you can withdraw that consent at any time. Withdrawal of consent does not affect processing already carried out before it was withdrawn.

4. Sharing Your Data and Processors

We may share personal data with carefully selected third parties who act as processors or independent controllers depending on the service provided. These organisations are required to handle data securely and in accordance with applicable data protection laws.

Examples of processors and recipients may include:

payment processors who handle card or bank transactions;
IT and cloud service providers who support storage, backup, security, and system administration;
accounting and bookkeeping providers who assist with financial records and compliance;
security service providers who support CCTV, monitoring, or access control;
professional advisers such as lawyers, auditors, or insurers;
public authorities where disclosure is required by law or necessary for legal proceedings.

We only share the minimum data needed for the relevant purpose. If data is transferred outside the UK or EEA, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, unless a longer period is required by law. Retention periods depend on the type of data, the nature of the relationship, and legal obligations.

Customer account and contract records are kept for the duration of the agreement and for a reasonable period afterwards.
Payment and accounting records are retained for the period required by tax and financial laws.
Security records, including CCTV and access logs, are kept for a limited period unless needed for an investigation, claim, or legal obligation.
Communication records may be retained to resolve disputes, maintain records, or improve service quality.

When data is no longer required, it will be securely deleted, anonymised, or destroyed.

6. 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, encryption, secure storage, monitoring, staff training, and regular review of our processes. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risks involved.

7. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 ask us to limit how we use your data in certain 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 for direct marketing, where applicable.
Right to withdraw consent: where processing is based on consent.

These rights are not absolute. They may be limited by legal obligations, the rights of others, or our legitimate need to retain records. We will respond to requests in accordance with applicable law and may need to verify your identity before taking action.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where necessary and lawful in exceptional circumstances, such as where a parent or legal guardian provides information on their behalf.

9. Automated Decision-Making

We do not make decisions about customers solely by automated means where such decisions produce legal or similarly significant effects. If this position changes, we will provide appropriate notice and safeguards as required by law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business operations. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically.

11. Further Information

If you have questions about this Privacy Policy or how your personal data is handled, you may raise them through the normal customer support process. You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

By using Manorhouse Storage services, you acknowledge that you have read and understood this Privacy Policy.