Storage Ruxley Privacy Policy
This Privacy Policy explains how Storage Ruxley collects, uses, stores and protects personal data relating to its customers and prospective customers. It applies to all Storage Ruxley customers and individuals in the surrounding area who use, enquire about, or are otherwise connected with our storage services, whether online, by telephone, or in person.
Storage Ruxley is committed to complying with all applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act. We process personal data lawfully, fairly and transparently, and only for specified, explicit and legitimate purposes.
Personal Data We Collect
We collect and process different types of personal data when you interact with Storage Ruxley. The categories of data we may collect include:
Identification data such as full name, date of birth, identification document details and signatures. Contact data such as postal address, billing address, and communication preferences. Account and contract data such as customer account numbers, contract details, unit numbers, access codes and records of correspondence. Payment and billing data such as payment method details, partial card information, billing history, invoices and receipts. Usage and access data such as visit logs, entry and exit times, access control data and information about how you use our facilities and services. Security and safety data such as CCTV footage in and around our premises, incident reports and records relating to health and safety or security events. Marketing and communication data such as your preferences in receiving marketing communications from us and your communication history with our team.
We may collect this information directly from you, from your use of our services and facilities, or from third parties such as payment service providers and identity verification services where necessary to perform our contract with you or to comply with legal obligations.
Purposes and Lawful Bases for Processing
We process your personal data only when we have a lawful basis for doing so. The main purposes and lawful bases are:
To provide storage services and manage your account. We process identification, contact, account and payment data to set up, administer and manage your storage contract, take payments, provide customer support and communicate with you about your account. The lawful basis for this is that processing is necessary for the performance of a contract or to take steps at your request before entering into a contract.
To comply with legal and regulatory obligations. We may process your personal data to meet our obligations under tax, accounting, anti money laundering and other legal or regulatory requirements, as well as to respond to lawful requests from law enforcement or regulatory authorities. The lawful basis is compliance with legal obligations.
To protect our premises, property and the safety of customers and staff. We use CCTV, access control systems and incident reporting to help prevent and detect crime, ensure the security of our premises and maintain a safe environment. The lawful basis is our legitimate interests in maintaining security and safety, balanced against your rights and freedoms.
To recover debts and manage disputes. We may process your data to collect unpaid fees, enforce our contractual rights, handle claims, or defend legal proceedings. The lawful basis is our legitimate interests in protecting our business and enforcing our legal rights.
To send marketing communications. We may use your contact details to send you information about our services, promotions and offers that may be of interest to you, where permitted by law. The lawful basis is either your consent or our legitimate interests in promoting our services, depending on the circumstances. You can opt out of marketing at any time.
To improve our services and operations. We may use aggregated and, where possible, anonymised data to understand how our services are used, to improve our facilities, and to support business planning. The lawful basis is our legitimate interests in developing and improving our services.
Data Retention
Storage Ruxley keeps personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
Customer account and contract data are generally retained for the duration of the contract and for a period after termination as required by law or to bring or defend potential legal claims. Payment and billing records are retained in accordance with tax and accounting laws. CCTV footage is kept for a limited period, which is typically short, unless it is required longer in connection with an incident, investigation or legal claim. Marketing data is retained while you remain subscribed to our marketing communications or until you object or withdraw your consent, whichever applies.
When data is no longer needed and no longer required to be retained by law, it will be securely deleted or anonymised so that you can no longer be identified.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary and only to the extent required for the purposes described in this Privacy Policy. These third parties act either as data processors on our behalf or as separate controllers in their own right.
Typical categories of recipients include payment service providers who process card and banking transactions, identity and address verification providers where necessary to meet regulatory requirements, IT and cloud service providers who host and maintain our systems and data, security and access control service providers who support CCTV, access control and alarm systems, professional advisers such as accountants, auditors, or legal advisers, and debt recovery agencies and legal representatives in connection with unpaid fees or disputes.
Where we use third party processors, they are only permitted to process your personal data in accordance with our instructions, for specified purposes and with appropriate technical and organisational security measures in place. They are not allowed to use your data for their own purposes.
We may also disclose personal data if required to do so by law, by a court order, or at the request of law enforcement or regulatory authorities, or in situations where disclosure is necessary to protect our rights, your safety or the safety of others.
International Transfers
Where we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that an adequate level of protection is in place in accordance with data protection laws. This may include using countries that have been formally recognised as providing an adequate level of protection, or implementing appropriate safeguards such as standard contractual clauses approved by relevant authorities.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and legal exemptions, but we aim to facilitate the exercise of your rights wherever possible.
Right of access. You have the right to request confirmation as to whether we process your personal data and to obtain a copy of the personal data we hold about you, together with certain information about how it is processed.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or completed without undue delay.
Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.
Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.
Right to data portability. For certain data processed by automated means on the basis of consent or contract, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to have that data transmitted to another controller where technically feasible.
Right to object. You have the right to object at any time to processing of your personal data that is based on our legitimate interests, including profiling, on grounds relating to your particular situation. We will stop processing the data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms. You also have an absolute right to object at any time to the use of your data for direct marketing.
Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before consent was withdrawn.
You also have the right to raise a complaint with a data protection supervisory authority if you believe that your data has been processed in a way that does not comply with data protection laws.
Security of Your Data
Storage Ruxley takes appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include access controls, encryption, physical security measures, staff training and regular reviews of our security practices. While we strive to protect your personal data, no system can be guaranteed to be completely secure, and you share responsibility for keeping your account details and access codes secure.
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 material changes will be communicated in an appropriate manner. The most current version of this Privacy Policy will apply to the personal data we hold and process.
