Storage Manor House Privacy Policy
This Privacy Policy explains how Storage Manor House collects, uses, discloses and protects personal data relating to customers and prospective customers. It applies to all Storage Manor House customers and users of our storage services in our operating area, whether you contact us online, by post or in person at our premises.
We are committed to handling your personal data in a fair, transparent and secure manner in accordance with the UK General Data Protection Regulation and other applicable data protection laws.
Personal data we collect
We collect and process different categories of personal data depending on how you interact with us and which services you use.
When you make an enquiry or request a quote, we may collect your name, the area or site you are interested in, details about your storage requirements, and the date and time of your enquiry. If you contact us by post or through a contact form, we process the information you choose to provide so that we can respond to you.
When you become a customer, we may collect additional personal data including your full name, postal address, billing address, identification details, limited payment information such as payment method and transaction identifiers, and details of the storage unit or service you have selected. We may also record the start and end dates of your contract, invoices issued, payments made, and any arrears or disputes.
To manage access to our facilities and ensure site security, we may process access control information such as key or fob numbers, gate entry logs, and date and time records of visits. Where video monitoring is in place, we may also process CCTV footage to protect our premises, customers and staff.
If you correspond with us about your contract or about any issues or complaints, we may keep a record of that correspondence and any associated notes to help resolve the matter and to maintain accurate records of our interactions with you.
Lawful basis for processing
We only process your personal data where we have a lawful basis for doing so under data protection law. The main lawful bases we rely on are contract, legitimate interests, legal obligation and consent where required.
We process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, setting up and managing your storage agreement, taking payment, administering your account, communicating with you about your contract, and arranging the termination of your contract and move out procedures.
We process personal data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include operating a secure and efficient storage facility, protecting our premises and property, preventing and detecting crime, managing business operations, maintaining accurate records, and improving our services. The use of CCTV for security, maintaining access logs, and retaining records of communications and transactions may be based on these legitimate interests.
We process personal data where we are required to comply with legal obligations. This may include retention of financial and transaction records for tax and accounting purposes, responding to lawful requests from public authorities, and complying with relevant health and safety, crime prevention or regulatory requirements.
In limited circumstances we may rely on your consent, for example where we send certain types of optional marketing communications or request to use your details in testimonials. Where we rely on consent, you have the right to withdraw that consent at any time, and this will not affect the lawfulness of processing carried out before the withdrawal.
How we use your personal data
We use your personal data primarily to provide and manage storage services. This includes setting up your account, confirming reservations, issuing invoices, processing payments, managing site access, and communicating about your contract and any changes to our terms or policies.
We also use your data to respond to your enquiries, to provide customer support, to handle complaints and disputes, and to administer any refunds or debt recovery actions where necessary.
Your personal data may be analysed to help us understand how our services are used, to plan capacity, and to improve our operations. Where we carry out such analysis, we aim to use aggregated or de identified data where possible.
Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law.
Customer account data, including identification details, contract information and billing records, is usually kept for the duration of your contract and for a period afterwards to deal with any queries, complaints, or legal claims. Financial records are generally retained for a number of years after the end of the financial year in which the transaction took place, in line with applicable tax and accounting rules.
CCTV recordings and access logs are kept for shorter retention periods that are appropriate for security and incident investigation. These periods may be extended where footage or records are required in connection with a specific incident, legal claim, or law enforcement request.
Enquiry records and correspondence that do not lead to a contract are retained for a limited period so that we can respond to follow up queries and maintain business records. We periodically review the personal data we hold and securely delete or anonymise data that is no longer required.
Data processors and sharing
We may share your personal data with trusted third parties who act as data processors on our behalf. These service providers may include payment processing providers, cloud storage and hosting providers, accounting or bookkeeping services, security and CCTV system providers, maintenance contractors, and information technology support services.
Where we use processors, they are only permitted to process your personal data in accordance with our instructions, for the purposes set out in this Privacy Policy, and subject to appropriate contractual and security measures. They are not allowed to use your data for their own independent purposes.
We may also share personal data with professional advisers such as lawyers or auditors, and with public authorities or law enforcement agencies where we are required or permitted to do so by law, for example in connection with crime prevention, fraud detection, or regulatory inquiries.
We do not sell your personal data. If we were to be involved in a business restructuring, such as a merger or transfer of operations, personal data may be transferred as part of that arrangement, in which case we would ensure that the new controller continues to protect your personal data in accordance with applicable laws.
International transfers
Where personal data is transferred outside the United Kingdom or European Economic Area by our service providers, we will take steps to ensure that appropriate safeguards are in place, such as using standard contractual clauses or ensuring that the destination country has an adequate level of data protection as recognised by relevant authorities.
Your data protection rights
Under data protection law you have a number of rights in relation to your personal data held by Storage Manor House. These rights are subject to certain conditions and exemptions.
You have the right to obtain confirmation as to whether we process your personal data and to request access to that personal data. You may also request that we correct any inaccurate or incomplete personal data that we hold about you.
In certain circumstances you may have the right to request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected, where you withdraw consent and there is no other lawful basis for processing, or where you successfully object to the processing.
You may request that we restrict the processing of your personal data, for example while we verify the accuracy of the data or assess an objection. Where processing is restricted, we will only process the data for limited reasons such as storage, legal claims or with your consent.
Where we process your personal data on the basis of our legitimate interests, you have the right to object to that processing. We will consider your objection and stop processing unless we can demonstrate compelling legitimate grounds that override your interests or the processing is required for legal claims.
Where processing is based on consent or is carried out by automated means for the performance of a contract, you may have the right to data portability, allowing you to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller where technically feasible.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that our processing of your personal data infringes applicable law.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage, staff training, and regular review of our procedures.
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 to all Storage Manor House customers in our area from the date it is made available. We recommend that you review this Policy periodically so that you remain informed about how we process personal data.
