Storage Honor Oak Privacy Policy
This Privacy Policy explains how Storage Honor Oak collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Storage Honor Oak customers and users of our services in the Honor Oak area, whether you interact with us online, by phone, in writing or in person at our facilities.
We are committed to protecting your privacy and handling your personal data in a fair, transparent and secure manner in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
Who we are and scope of this policy
Storage Honor Oak is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for keeping it safe and used lawfully.
This Privacy Policy covers all personal data we collect in connection with the provision of storage units, related services, customer support, marketing activities, and operation of our premises in the Honor Oak area.
What personal data we collect
We collect and process different types of personal data depending on how you interact with us and the services you use. This may include:
Identification and contact details such as your full name, postal address, billing address, nationality, date of birth, and identification details contained in documents you provide for verification purposes.
Contact details such as your email address and preferred methods of contact.
Contract and account information such as storage unit number, rental dates, contract terms, payment status, invoices, and correspondence related to your account.
Financial information such as payment card details or other payment information processed through our payment providers, and records of payments made to us.
Security and access information such as access codes, entry and exit logs, CCTV footage from our storage premises, details of visits and any incident reports relating to security or safety.
Communication information such as records of your communications with us, including queries, complaints, feedback and any responses we provide.
Marketing preferences such as your choices about receiving marketing information and details about how you interact with any marketing we send.
We generally do not intend to collect special category data. If such data is ever collected incidentally, we will apply additional safeguards or delete it where appropriate.
How we collect your personal data
We collect personal data in several ways, including:
Directly from you when you contact us to ask about our services, request a quote, visit our premises, sign a storage agreement, create or manage your account, or communicate with us by any means.
Automatically when you use our premises, for example through CCTV systems that monitor entrances, exits and common areas for security, and through systems that record access to the site and to storage units.
From third parties where permitted by law, such as payment service providers who confirm payments, or from references or authorities if required for fraud prevention or legal compliance.
Lawful bases for processing
We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the context, we may rely on the following lawful bases:
Contract: to take steps at your request before entering into a storage agreement, to enter into the agreement, and to perform our obligations under that agreement. This includes processing for reservations, account management, billing and provision of customer support.
Legal obligation: to comply with legal requirements such as tax and accounting rules, identity verification obligations, health and safety requirements, law enforcement requests and court orders.
Legitimate interests: to pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing and improving our services, maintaining the security of our premises, preventing fraud and misuse of our facilities, handling queries and complaints, and sending limited direct marketing to existing customers regarding similar services.
Consent: where the law requires consent, for example for certain types of marketing communications. When we rely on consent, you can withdraw it at any time using the contact methods set out in our general contact information.
How we use your personal data
We may use your personal data for the following purposes:
To provide storage and related services, including setting up your account, managing bookings, operating storage units, taking payment and communicating with you about your contract.
To verify your identity, prevent fraud and ensure the safety and security of our premises, customers and staff. This includes the use of CCTV and access control systems.
To manage our relationship with you, including handling queries, complaints, service updates, renewal notices and changes to this Privacy Policy or to our terms and conditions.
To maintain our business records, accounts and financial management in line with our legal and regulatory obligations.
To improve our services, facilities, customer experience and security arrangements through analysis of how our services are used.
To send you information about services that are similar to those you already use, where we are permitted to do so by law and where you have not opted out of such communications.
Data sharing and processors
We may share your personal data with carefully selected third parties where necessary and lawful. These may include:
Payment service providers who process payments on our behalf.
IT and cloud service providers who host or support our systems and store data on our behalf.
Security providers, such as access control and CCTV system providers and maintenance contractors, who help us to secure our premises and data.
Professional advisers such as accountants, auditors or legal advisers where necessary for our legitimate interests and legal obligations.
Public authorities and law enforcement agencies where required to comply with legal obligations, to protect the rights and safety of our customers, staff or property, or to detect and prevent crime.
Where we use service providers to process personal data on our behalf, they act as data processors and must follow our instructions and implement appropriate security measures in line with data protection requirements.
International data transfers
We aim to store and process your personal data within the United Kingdom or the European Economic Area. If we ever transfer personal data to countries outside these areas, we will ensure that appropriate safeguards are in place, such as approved standard contractual clauses or other recognised mechanisms, so that your data remains protected to a standard essentially equivalent to that in the United Kingdom.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting or reporting obligations.
In general, contact, contract and billing information relating to your storage agreement will be retained for a period necessary to administer the contract and for several years afterwards to comply with tax and accounting rules and to resolve any disputes.
CCTV footage and access logs are kept for a shorter period, only for as long as needed to investigate incidents, ensure security and comply with any legal obligations. Where footage or logs are required as evidence in an incident or legal matter, they may be retained for longer as necessary.
Marketing-related information is kept until you opt out of receiving marketing or until it is no longer needed, after which it will be deleted or anonymised.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage of paper and electronic records, staff training on data protection and regular review of our security arrangements.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access: you can request confirmation that we process your personal data and obtain a copy of that data, along with information about how we use it.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances you can request that we delete your personal data, for example when it is no longer needed for the original purpose or you withdraw consent where consent was the lawful basis.
Right to restriction of processing: you can ask us to restrict the use of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
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 object: you can object at any time to processing based on our legitimate interests, including profiling related to those interests, and we will stop processing unless we demonstrate compelling legitimate grounds. You can also object at any time to the use of your personal data for direct marketing, and we will stop sending such communications.
Right to withdraw consent: where we rely on your consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.
To exercise any of these rights, please contact us using our general contact details set out on our main customer documents or at our premises. We may need to verify your identity before responding to your request.
Complaints and contact
If you are concerned about how we handle your personal data, you can contact us using the contact information provided on your contract documents or by visiting our Honor Oak facility. We will take your concerns seriously and work with you to resolve them.
You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom 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, how we process personal data, or changes in the law. When we make significant changes, we will take appropriate steps to notify you, for example by displaying a notice at our premises or by other reasonable means. The most recent version of this Privacy Policy will always apply to the personal data we hold and process.
By continuing to use our storage services after any changes come into effect, you acknowledge that you have read and understood the updated Privacy Policy applicable to Storage Honor Oak customers in the Honor Oak area.
