Privacy Policy - Yiewsley Storage

This Privacy Policy explains how Yiewsley Storage collects, uses, stores, shares, and protects personal data relating to customers and prospective customers. It applies to all Yiewsley Storage customers in the area, including individuals and businesses who enquire about, use, or have used our storage services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, making an enquiry, or otherwise providing information to us, you acknowledge that your personal data may be processed as described in this Privacy Policy. We encourage you to read it carefully so that you understand what information we hold, why we hold it, and what rights you have.

1. Who We Are

Yiewsley Storage acts as a data controller for the personal data we collect in connection with our storage services. This means we determine the purposes and means of processing your personal data. In some situations, we may also use third-party service providers who process personal data on our behalf as data processors.

This Privacy Policy is intended to apply to personal data processed in relation to:

customers who rent storage space;
individuals making enquiries or requesting quotes;
business customers and their authorised representatives;
people whose details are provided for access, billing, or account administration;
anyone communicating with us in connection with our storage services.

2. Information We Collect

We collect only the information that is necessary for business, legal, and operational purposes. The personal data we may collect includes the following categories:

Identity and contact information

name;
address;
email address;
telephone number;
business name and job title, where relevant.

Account and service information

storage unit details;
booking or reservation records;
account reference numbers;
payment status and billing history;
communication preferences;
records of visits, access permissions, or authorisations.

Financial information

payment details necessary to process transactions;
invoice and receipt records;
limited payment-related information needed for accounting and audit purposes.

Technical and security information

site access logs;
security records;
device or system information where relevant to protect our services;
CCTV or similar security footage, where used for security and safety purposes.

Communication records

emails, letters, phone call notes, and other correspondence;
records of complaints, queries, requests, and support interactions.

We may receive personal data directly from you, from someone acting on your behalf, or from third parties such as payment providers, business partners, or identity verification services where appropriate and lawful.

3. How We Use Your Data

We use personal data for the following purposes:

to provide storage services and manage your account;
to verify identity and prevent fraud;
to process payments, invoices, and refunds where applicable;
to maintain security and control access to our premises or services;
to communicate about bookings, service changes, account issues, or billing matters;
to respond to enquiries and complaints;
to meet legal, regulatory, tax, accounting, and insurance obligations;
to improve service quality, operations, and customer experience;
to establish, exercise, or defend legal claims.

We only process personal data where we have a valid lawful basis for doing so.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each purpose for which we use personal data. Depending on the circumstances, Yiewsley Storage may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes setting up storage services, managing your account, handling payments, and providing access or support related to the service.

Legal obligation

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

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Our legitimate interests may include maintaining site security, preventing misuse, managing operations, improving services, and handling disputes.

Consent

In limited situations, we may rely on your consent, for example where specific optional communications or certain non-essential processing requires it. Where we rely on consent, you have the right to withdraw it at any time.

We do not ordinarily rely on special category data. If such data is ever processed, it will be done only where permitted by law and with appropriate safeguards.

5. Sharing Your Data and Processors

We do not sell your personal data. However, we may share it where necessary and lawful with trusted third parties that help us operate our services. These third parties may act as data processors on our behalf, meaning they process personal data only under our instructions and are contractually required to keep it secure and confidential.

Examples of processors and service providers may include:

payment processing providers;
IT hosting, cloud storage, and system support providers;
security monitoring or surveillance service providers;
accounting or bookkeeping providers;
customer communication and administrative support providers.

We may also share personal data with independent third parties where required by law or necessary to protect our rights, property, or safety. This may include law enforcement, regulators, legal advisers, insurers, or courts. Where personal data is shared, we ensure that appropriate safeguards are in place.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, operational, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general, we may retain:

customer account records for the duration of the service and for a reasonable period afterwards;
financial and tax records for the period required by law;
correspondence and complaint records for as long as needed to resolve issues and protect our legal position;
security records, including access logs or CCTV footage, for a limited period unless needed longer for investigations or legal claims.

When personal data is no longer required, we will securely delete, anonymise, or archive it in a manner consistent with legal and business obligations.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, destruction, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, data minimisation, and monitoring of service systems. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risk.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions or exemptions, but we will always respond to requests appropriately and within the required timeframes.

Right of access – you can request confirmation of whether we process your personal data and obtain a copy of it.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in certain circumstances, you can request deletion of your personal data.
Right to restriction – you can ask us to limit how we use your data in specific cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We may also retain certain information where required by law or where necessary to resolve disputes, enforce agreements, or protect our legal interests.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where necessary and lawful in connection with an adult customer relationship or where a legal guardian provides information on their behalf. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

Yiewsley Storage is committed to respecting your privacy and handling your information with care, transparency, and accountability. If you continue to use our services, we will process your personal data in line with this Privacy Policy and applicable data protection laws.