Storage Woodside Privacy Policy Overview
This Privacy Policy explains how Storage Woodside collects, uses, stores, and protects personal data relating to its customers in the area. It also sets out the legal bases under the UK and EU General Data Protection Regulation, the retention periods we apply, how we work with processors, and the rights you have in relation to your personal data.
This Privacy Policy applies to all Storage Woodside customers, prospective customers, and authorised users of our storage units and related services within our operating area. By using our services, visiting our premises, or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Who We Are and Scope of This Policy
Storage Woodside is a storage service provider offering storage units and related services to private and business customers. For the purposes of applicable data protection law, Storage Woodside is the controller of the personal data we collect and process about you in connection with the provision of our services.
This Privacy Policy covers all activities where Storage Woodside determines the purposes and means of processing your personal data, including customer onboarding, storage unit management, payment administration, customer support, and security of our facilities.
Categories of Personal Data We Collect
We collect and process different types of personal data depending on your relationship with us and the services you use. This may include:
Identification data: full name, title, date of birth, photographic identification details and identification document numbers where required for verification and security.
Contact data: residential or business address, billing address, and other contact-related information such as region or town for invoicing and correspondence purposes.
Account and contract data: customer reference numbers, contract details, unit number, access permissions for authorised users, move-in and move-out dates, and related service information.
Payment and billing data: payment history, payment method details stored via our payment processors, invoicing records, and records of any arrears or payment disputes.
Facility access and security data: access log data relating to entry and exit times, vehicle registration numbers if recorded for parking or entry control, and CCTV footage captured on or around our premises for security and safety.
Communication data: records of communications with you, such as queries, complaints, feedback, or requests submitted by phone, in person, or in writing, and notes relating to the handling of those communications.
Marketing preferences data: your preferences regarding receiving service updates or direct marketing communications, including your opt-in and opt-out records.
How We Collect Your Personal Data
We collect personal data directly from you when you sign up for a storage unit, complete forms, correspond with us, or visit our premises. We may also collect data automatically through our access control and CCTV systems located at our facilities.
In some cases, we may receive personal data indirectly, for example when a business customer provides details of its authorised users or when a third party makes a booking on your behalf. In these situations, we rely on the provider of that information to confirm that they are entitled to share it with us.
Lawful Bases for Processing Your Personal Data
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the specific processing activity, our lawful bases may include:
Contract: To take steps at your request before entering into a contract with you and to perform our contractual obligations. This covers activities such as setting up your storage unit, managing your account, processing payments, and providing customer service.
Legal obligation: To comply with our legal and regulatory obligations, including record-keeping, tax, accounting, and health and safety requirements, and to assist law enforcement or regulatory authorities where required by law.
Legitimate interests: To pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. This includes maintaining the security of our premises, preventing fraud and misuse of our services, improving our services, managing business operations, and communicating information related to your existing services.
Consent: With your explicit consent, for example where you choose to receive certain types of direct marketing communications that are not based on legitimate interests. Where we rely on consent, you can withdraw it at any time as described below.
Purposes for Which We Use Your Personal Data
We use your personal data for the following purposes:
To create and manage your account and storage contract, including processing your application, verifying your identity where appropriate, allocating units, and administering renewals or terminations.
To process payments, issue invoices, manage deposits, and handle any related queries or disputes.
To maintain the safety and security of our premises, customers, staff, and property, including through CCTV monitoring, access logs, and security checks.
To provide customer support, respond to enquiries and complaints, and keep you informed about matters affecting your storage unit or our facilities, such as changes in opening hours or service interruptions.
To manage our business operations, including analysing performance, planning capacity, and improving our services.
To send necessary service communications and, where permitted, marketing communications about related services, offers, or updates, respecting your communication preferences.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, and reporting obligations. The exact retention period will depend on the type of data and our legal obligations.
Customer account and contract records are typically kept for a period after the end of your contract so that we can respond to questions, handle potential disputes, and meet statutory retention obligations. Financial records and invoices are retained for the period required under applicable tax and accounting laws.
CCTV footage and access logs are retained for a limited period that is appropriate for security, safety, and incident investigation purposes, unless a specific recording or log entry needs to be kept for longer due to an ongoing investigation, legal claim, or law enforcement request.
Data Processors and Sharing of Personal Data
We may share your personal data with carefully selected third parties who act as processors on our behalf. These processors provide services such as payment processing, secure data storage, invoicing systems, access control technology, and CCTV maintenance.
Our processors are only permitted to process your personal data in accordance with our documented instructions, for the purposes we specify, and subject to appropriate confidentiality and security obligations. We take steps to ensure that any processor we engage offers sufficient guarantees to implement suitable technical and organisational measures to protect your data.
We may also share personal data with other third parties where required by law or where necessary to protect our rights, customers, staff, or property, such as law enforcement agencies, regulatory bodies, or professional advisers. Any such sharing will be limited to what is necessary and proportionate for the relevant purpose.
We do not sell your personal data to third parties.
International Transfers
Where we use processors or service providers that are located outside the United Kingdom or the European Economic Area, or which store data in such locations, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using standard contractual clauses approved by the relevant data protection authorities or relying on other recognised transfer mechanisms that ensure an adequate level of protection.
Security of Your Personal Data
We apply appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include restricted access to customer data, secure storage systems, and administrative procedures to reduce the risk of unauthorised disclosure.
While we take reasonable steps to safeguard your personal data, no system can be completely secure. You also play an important role in protecting your data by ensuring that any access codes or credentials provided to you are kept confidential and not shared with unauthorised persons.
Your Data Protection Rights
Under data protection law, you have several rights in relation to the personal data that we hold about you. These rights may be subject to certain conditions and legal limitations. Your rights include:
Right of access: You can request confirmation as to whether we process your personal data and, if so, request a copy of the personal data we hold about you, together with certain related information.
Right to rectification: You can request that we correct or complete any 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 where it is no longer needed 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 can request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or assessing 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 request that we provide your personal data in a structured, commonly used, machine-readable format, or that we transmit it directly to another controller where technically feasible.
Right to object: You can object at any time to the processing of your personal data that is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is required for legal claims. You also have an unconditional right to object to direct marketing at any time.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before it was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that we have not complied with data protection law in our handling of your personal data.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, the way we handle personal data, or legal requirements. When we make changes, we will revise the date of the latest version and, where appropriate, take steps to inform you of significant changes. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
