Storage Kew Privacy Policy
This Privacy Policy explains how Storage Kew collects, uses and protects personal data relating to its customers and prospective customers. It applies to all Storage Kew customers and users of our services in our operating area, including individuals, business representatives and any authorised persons acting on behalf of a customer.
Please read this Privacy Policy carefully to understand how and why we process your personal data and the choices you have in relation to it.
Who this Privacy Policy applies to
This Privacy Policy applies to all Storage Kew customers and potential customers in our service area who:
Use or enquire about our storage services, visit our premises, communicate with us by any means, or act as a guarantor, emergency contact or authorised person on a customer account.
Personal data we collect
Storage Kew collects and processes different categories of personal data depending on your relationship with us and the services you use. This may include:
Identification and contact details: name, postal address, billing address, date of birth, proof of identity details, proof of address details, and details of any authorised persons or emergency contacts you provide.
Contact information: email address, correspondence address and communication preferences that help us respond to your queries and manage your account.
Contract and account information: storage unit number, contract start and end dates, payment history, correspondence regarding your contract, records of communications with you and details of services you have purchased.
Payment information: payment method details and limited transaction information. Full payment card details are processed by our payment processor and are not stored by Storage Kew beyond what is necessary to administer payments and comply with legal obligations.
Usage and access information: dates and times of access to our premises where access control systems are in place, and records generated by security systems such as keypads or entry logs.
CCTV images: images and recordings captured by closed circuit television systems on or around our premises. These are used for security, safety and crime prevention.
Communication records: emails, letters, call notes and any other communications you send to us or we send to you in relation to your account or our services.
Business customer information: where you act on behalf of a business customer, we may process your role or job title, your relationship to the business and relevant business contact information.
How we collect personal data
We may collect personal data directly from you when you:
Request a quote or information about our services, enter into a storage contract with us, set up or manage your account, contact us with queries or complaints, visit our premises, or provide details of authorised users, emergency contacts or payment details.
We may also receive personal data from:
Third party payment processors when you make a payment, credit reference or identity verification agencies where required for fraud prevention or customer checks, or public sources where we must take steps to protect our legal rights or recover debts.
Lawful basis for processing
Storage Kew processes personal data only where we have a lawful basis under data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. Depending on the circumstances, the lawful basis may be:
Contract: where processing is necessary to enter into or perform a storage agreement with you, including steps taken at your request before entering into a contract.
Legal obligation: where we must process personal data to comply with legal or regulatory obligations, such as tax, accounting, law enforcement requests or health and safety requirements.
Legitimate interests: where processing is necessary for our legitimate business interests, and these interests are not overridden by your rights and freedoms. This may include securing our premises, preventing fraud, managing our relationship with you, improving our services and pursuing or defending legal claims.
Consent: in limited cases, we may rely on your consent, for example for certain types of marketing communications where consent is required. You can withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
How we use personal data
We use personal data for the following purposes:
To provide storage services: setting up your account, preparing and managing contracts, allocating and managing storage units, and providing customer support.
To take payment and manage billing: processing payments, managing invoices and receipts, handling payment queries and managing any overdue accounts.
To communicate with you: responding to your enquiries, sending service messages about your account or our premises, and informing you about changes to our terms or policies.
To ensure safety and security: operating CCTV and access control systems, managing visitors, investigating incidents and preventing crime or unauthorised access.
To manage our business: conducting internal administration, reporting and record keeping, training staff and improving our services.
To comply with law: meeting our legal, regulatory and tax obligations, and assisting law enforcement or other authorities where required by law.
Data sharing and processors
We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy and where compliant with data protection laws. These third parties act either as data processors on our behalf or as independent controllers.
Data processors: We use carefully selected service providers to support our operations. These may include payment processing providers, cloud storage and IT hosting providers, customer relationship management system providers, providers of security systems such as CCTV and access control, and professional advisers such as accountants or legal advisers who work under confidentiality obligations.
Other recipients: We may share personal data with law enforcement agencies, courts, regulatory authorities or government bodies where required by law or to protect our legal rights. We may also share relevant data with debt recovery agencies where necessary to recover outstanding sums owed.
When we use processors, they are only permitted to process your personal data in accordance with our written instructions and must implement appropriate security measures.
International transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These may include the use of data protection agreements based on recognised standard contractual clauses or other lawful transfer mechanisms.
Data retention
Storage Kew retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting or reporting requirements.
Account and contract records are generally kept for a period after your contract ends to enable us to respond to queries, manage any disputes and comply with our legal obligations. Payment and financial records are retained for the period required by tax and accounting regulations.
CCTV footage and access logs are typically retained for a shorter period, unless required for the investigation of an incident, legal claim or law enforcement request, in which case they may be kept for longer where necessary.
When personal data is no longer required, it is securely deleted, anonymised or destroyed in line with our data retention procedures.
Data security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure. These measures include access controls, secure systems, staff training and regular review of our security practices. While we take reasonable steps to safeguard your data, no system can be completely secure and you should take care when sharing information with us.
Your data protection rights
Under data protection law, you have certain rights in relation to your personal data, subject to applicable exemptions and limitations. These rights include:
Right of access: You can request confirmation of whether we process your personal data and receive a copy of the data, along with certain information about how we use it.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data. This right may not apply where we must retain data to comply with legal obligations or to establish, exercise or defend legal claims.
Right to restrict processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection you have raised.
Right to object: You can object to processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we demonstrate compelling legitimate grounds or the processing is required for legal claims.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to request that it is transmitted to another controller, where technically feasible.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent is withdrawn.
Complaints and contact
If you have concerns about how Storage Kew processes your personal data or wish to exercise any of your rights, you can contact us using the usual communication channels you use to manage your account or access our services.
You also have the right to lodge a complaint with the relevant data protection supervisory authority in your jurisdiction if you believe your data protection rights have been infringed.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updates will be made available to customers and will take effect from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
