Privacy Policy - Beddington Storage

This Privacy Policy explains how Beddington Storage collects, uses, stores, shares, and protects personal data relating to our customers in the area. It applies to all Beddington Storage customers in the area, including prospective customers, current customers, and former customers who have used our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to individuals who enquire about, reserve, rent, or use storage services provided by Beddington Storage. It also applies to individuals who interact with us in relation to invoices, payments, access arrangements, facility administration, security, and customer support. If you provide us with personal information, we will process it in accordance with this policy.

2. Personal data we collect

We may collect and process different categories of personal data depending on how you use our services. The information we collect may include:

Identity information: name, title, and date of birth where required for verification.
Contact information: postal address, email address, telephone number, and any alternative contact details you choose to provide.
Account and contract information: rental details, unit allocation, booking records, payment status, agreement dates, and communication preferences.
Financial information: payment card details processed through secure payment providers, bank details for refunds or direct debits, and billing records.
Security and access information: access logs, gate entry records, CCTV images where applicable, alarm or incident reports, and identification checks.
Correspondence and support records: emails, messages, complaint details, call notes, and customer service history.
Technical information: IP address, browser type, and device or usage information if you interact with our digital systems.

We generally do not seek to collect special category data. However, if you voluntarily provide such information in communications with us, we will only process it where a lawful basis exists and where appropriate safeguards are in place.

3. How we collect your data

We collect personal data directly from you when you complete forms, enter into a storage agreement, make payments, communicate with us, or use our services. We may also receive data from third parties where necessary, for example payment processors, identity verification providers, delivery partners acting on your behalf, or lawfully authorised public bodies.

4. How we use your data

We use personal data only where necessary for legitimate business and legal purposes. These purposes may include:

setting up and managing your storage account;
verifying identity and preventing fraud;
processing payments, refunds, and account administration;
providing access to storage units and managing security controls;
communicating with you about your account, service changes, or important notices;
handling complaints, disputes, and customer support requests;
meeting legal, regulatory, tax, and accounting obligations;
protecting our property, staff, customers, and premises;
improving our services, systems, and operational efficiency.

We will not use your personal data for purposes that are incompatible with those listed above unless we notify you and, where required, obtain a new lawful basis.

5. Lawful basis for processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the circumstances, Beddington 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 your storage agreement, taking payment, allocating space, and providing access and support related to the service.

Legal obligation

We process data where necessary to comply with legal duties, including tax, accounting, fraud prevention, record-keeping, and cooperation with lawful requests from public authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided your rights and freedoms do not override those interests. Examples include protecting the security of our facility, preventing misuse, improving operations, and managing internal administration. Where we rely on legitimate interests, we will consider whether the processing is necessary and whether it is proportionate.

Consent

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

6. Sharing your personal data

We may share personal data with trusted third parties who help us deliver our services. These third parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Processors we may use

Payment processors: to handle card payments, bank transfers, refunds, and recurring billing.
IT and cloud service providers: to store data securely, maintain software, and support business systems.
Security service providers: to support CCTV, alarm monitoring, access control, and site security.
Identity verification providers: to confirm identity where required for fraud prevention or account administration.
Professional advisers: such as accountants, auditors, insurers, and legal advisers where necessary.
Maintenance and facilities contractors: where access to the premises or systems is required for operational purposes.

We may also disclose personal data where required by law, to respond to valid legal requests, or to protect the rights, property, and safety of Beddington Storage, our customers, staff, or the public.

7. International transfers

Where any of our processors or service providers are located outside the UK, we will ensure appropriate safeguards are in place before transferring personal data. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under applicable data protection law.

8. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and operational requirements. Retention periods vary depending on the type of information and the context in which it is used. In general:

Contract and account records are retained for the duration of the customer relationship and for a reasonable period afterwards to deal with claims, disputes, and record-keeping.
Payment and invoice records are kept for the period required by tax and accounting law.
Security records such as access logs or CCTV images are retained only for as long as needed for security, incident investigation, or operational purposes.
Enquiry and correspondence records are kept as long as necessary to manage the enquiry or complaint and to maintain service records.

When personal data is no longer required, we will securely delete, destroy, or anonymise it.

9. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of our systems and procedures. While no system can be guaranteed completely secure, we take reasonable steps to reduce risk and protect your information.

10. Your rights under data protection law

Subject to legal conditions and exemptions, you have the following rights in relation to your personal data:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete information.
Right to erasure: request deletion of your data in certain circumstances.
Right to restriction: ask us to limit how we use your data in certain situations.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to data portability: receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: withdraw consent where processing is based on consent.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

11. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a lawful service arrangement and appropriate consent or authority is provided. If we become aware that we have collected data unlawfully from a child, we will take steps to delete it as soon as reasonably practicable.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, or our business practices. Any updates will take effect when published in the revised version. We recommend reviewing this policy periodically to remain informed about how we handle personal data.

13. Summary of our privacy commitments

Beddington Storage is committed to processing personal data lawfully, transparently, and securely. We collect only what we need, use it for clear and legitimate purposes, share it responsibly with trusted processors, and retain it only as long as necessary. We also respect and support your rights under data protection law.

This Privacy Policy applies to all Beddington Storage customers in the area.