Privacy Policy - Earlscourt Storage

This Privacy Policy explains how Earlscourt Storage collects, uses, shares, stores, and protects personal data in connection with its storage services. It applies to all Earlscourt Storage customers in the area, including prospective customers, account holders, authorised users, and individuals whose information is provided to us in relation to a storage agreement or enquiry.

1. Who We Are

Earlscourt Storage is responsible for deciding how and why personal data is processed in the course of providing storage-related services. We operate in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. This policy is intended to explain, in clear terms, what data we collect and why we collect it.

2. Personal Data We Collect

We may collect personal data directly from you, from third parties acting on your behalf, or from our service providers where necessary to deliver our services. The categories of data we process may include:

Identity data: name, date of birth, and identification information.
Contact data: address, email address, telephone number, and correspondence details.
Account and contract data: storage unit details, agreement records, billing status, payment history, and service preferences.
Verification data: documents used to confirm identity or address, where required for security or legal compliance.
Technical data: IP address, device information, browser type, and access logs if you interact with digital systems we use.
Security data: CCTV footage, access records, alarm logs, and incident reports where relevant to site security and safety.
Communication data: enquiries, complaints, service requests, and records of your interactions with us.

We do not seek to collect special category data unless you choose to disclose it to us or we are legally required to process it in a specific context. If such data is provided, we will handle it with additional care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data for the following purposes:

to set up and manage storage agreements;
to verify identity and prevent fraud;
to provide access to storage facilities and monitor site safety;
to process payments, fees, and account administration;
to communicate about bookings, renewals, account issues, and service changes;
to respond to enquiries, complaints, and requests;
to maintain security, enforce terms, and protect property;
to meet legal, regulatory, tax, accounting, or insurance obligations;
to establish, exercise, or defend legal claims.

We only process data in ways that are necessary, fair, and proportionate to the services we provide. Where possible, we limit data access to staff and contractors who need it to perform their duties.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, Earlscourt 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 storage agreement with you. This includes managing your account, providing access to your unit, issuing invoices, and handling service communications.

Legal Obligation

We process data where required to comply with legal obligations, such as tax records, accounting rules, fraud prevention requirements, health and safety duties, or requests from competent authorities.

Legitimate Interests

We may process data based on our legitimate interests where those interests are not overridden by your rights and freedoms. Examples include protecting our premises, managing security systems, preventing misuse of our services, and improving service operations. We assess these interests carefully to ensure they are balanced and appropriate.

Consent

In limited situations, we may rely on your consent, for example where it is required for a specific optional activity. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services or meet legal obligations. These organisations may act as processors, meaning they handle data on our behalf under written instructions, or as independent controllers in limited cases.

Examples of processors and service providers may include:

payment and accounting providers;
IT, cloud storage, and system maintenance providers;
security and CCTV monitoring contractors;
customer communications and administrative support services;
professional advisers such as auditors, insurers, or legal advisers where necessary.

Where a processor is used, we require appropriate contractual safeguards, confidentiality obligations, and security measures to protect your data. We do not sell personal data.

We may also disclose personal data if required by law, court order, regulatory request, or to protect the rights, property, or safety of Earlscourt Storage, our customers, staff, or the public.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of information and the legal or operational need to keep it.

In general:

account, billing, and contract records are retained for the duration of the customer relationship and for a reasonable period afterwards;
financial and tax records are retained in line with accounting and statutory requirements;
security records, such as access logs or CCTV footage, are retained for a limited period unless needed for an investigation or legal claim;
correspondence and complaint records are retained for as long as necessary to resolve the matter and for evidential purposes.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention schedules are reviewed periodically to ensure compliance and relevance.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, security procedures, encrypted systems, and physical protections at our facilities.

Although we take reasonable steps to safeguard information, no system is completely secure. We therefore encourage customers to keep their own account details and access credentials safe and to notify us promptly if they suspect any unauthorised activity involving their information.

8. Your Rights

As a data subject, you have rights over your personal data under the UK GDPR. Subject to legal conditions and exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests;
request data portability where processing is based on contract or consent and carried out by automated means;
withdraw consent where we rely on consent;
make a complaint to the relevant data protection authority if you believe your rights have been infringed.

Some rights may not apply in every situation, particularly where we must keep information to comply with legal obligations or defend legal claims. We will assess each request carefully and respond within the time limits set by law.

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 a customer arrangement. If we become aware that we have collected information improperly, we will take steps to delete it or obtain appropriate authorisation where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. The most current version will apply to the processing of your personal data. We encourage customers to review it periodically to stay informed.

11. Summary of Key Points

In summary, Earlscourt Storage collects only the personal data needed to provide secure and reliable storage services, uses it for legitimate business and legal purposes, keeps it only as long as necessary, and shares it only with trusted processors or where legally required. We respect your rights and aim to process data in a transparent, lawful, and responsible manner.