Privacy Policy - Whitton Storage

Whitton Storage is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and safeguard personal information when you use our storage services, visit our premises, or otherwise interact with us. It applies to all Whitton Storage customers in the area and is intended to meet the standards of the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Whitton Storage acts as the data controller in relation to the personal data we collect and use for our own business purposes. This means we determine why and how your personal data is processed. Where we use third-party service providers to process data on our behalf, they act as data processors under our instructions.

2. Information We Collect

We collect and process personal data that is necessary for providing storage services, managing customer accounts, maintaining security, meeting legal requirements, and improving our services. The types of data we may collect include:

Identity information such as your name, date of birth, and identification details where required for verification.
Contact information such as your address, email address, and telephone number.
Account and contract information including booking details, rental terms, payment status, and service preferences.
Financial information such as billing details, transaction records, and payment method information processed through secure payment systems.
Security information including CCTV footage, access logs, entry records, and incident reports.
Communication records such as messages, enquiries, complaints, and correspondence with our staff.
Technical information if you interact with our digital systems, including device details, IP address, and usage data.

We generally collect personal data directly from you when you complete forms, enter into a storage agreement, communicate with us, or use our facilities. In some cases, we may receive information from third parties such as payment providers, identity verification services, insurers, or legal and regulatory authorities.

3. How We Use Your Personal Data

Whitton Storage uses personal data only where there is a valid legal reason to do so. We use your information for the following purposes:

To provide and manage storage services.
To verify your identity and prevent fraud.
To process payments, issue invoices, and manage accounts.
To maintain the safety and security of our premises, staff, customers, and property.
To communicate with you about your account, service updates, or contractual matters.
To comply with legal obligations, including record-keeping, tax, and regulatory requirements.
To handle disputes, claims, or complaints.
To improve our operations, services, and customer experience.

We will not use your personal data for purposes that are incompatible with those described here unless we have informed you or are legally permitted to do so.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each use of your personal data. Whitton Storage relies on 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 setting up your account, managing your storage unit, and providing the services you requested.

Legal Obligation

We may process data where we are required to do so by law, such as complying with tax, accounting, security, or law enforcement obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include fraud prevention, premises security, service improvement, and internal administration. When we rely on legitimate interests, we consider the potential impact on your privacy and take steps to minimise any risk.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or non-essential processing. Where consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

Whitton Storage may share your personal data with trusted third parties where necessary for the purposes described in this policy. These third parties may act as processors or, in some cases, as independent controllers. We require all processors to handle data securely, keep it confidential, and use it only on our instructions.

Examples of processors and service providers may include:

Payment service providers used to process customer payments securely.
IT and cloud service providers that host business systems, email services, or data storage platforms.
Security service providers that support CCTV, alarm monitoring, and access control systems.
Administrative support providers that assist with account management, document handling, or customer service tools.

We may also disclose information to insurers, auditors, solicitors, debt recovery services, or public authorities where necessary and lawful. We do not sell your personal data.

6. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place. This may include the use of approved contractual protections or transfer mechanisms designed to keep your information secure and treated in accordance with applicable data protection laws.

7. Data Retention

Whitton Storage keeps personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, accounting, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general:

Contract and account records are retained for the duration of the customer relationship and for a reasonable period after it ends.
Financial and tax records are kept for the period required by law.
Security records, such as CCTV or access logs, are retained only for as long as needed for safety, incident management, or legal purposes.
Correspondence and complaints may be retained for a period necessary to resolve issues and maintain records of our dealings.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff training, password protection, restricted permissions, and monitoring of systems and premises. While no system can be guaranteed to be completely secure, we work to maintain a high standard of protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or legal exemptions. Your rights include:

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

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to raise any privacy concerns with us first so we can try to resolve them promptly and fairly.

10. Children’s Data

Whitton Storage services are intended for adult customers and business users. We do not knowingly collect personal data from children except where it is incidentally provided in connection with an adult customer’s account or as required by law. If we become aware that we have collected children’s data without appropriate legal basis, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their personal data is protected.

12. Summary of Our Commitment

Whitton Storage is dedicated to handling personal data fairly, lawfully, and transparently. We collect only the information needed to provide secure and reliable storage services, rely on appropriate lawful bases for processing, use trusted processors under strict controls, retain data only as long as necessary, and respect the rights of every customer in the area. Our approach is guided by the principles of privacy by design, data minimisation, and accountability.