Privacy Policy - Self Storage Kennington

This Privacy Policy explains how Self Storage Kennington collects, uses, stores, shares, and protects personal data in connection with storage services provided to customers in the Kennington area. It applies to all Self Storage Kennington customers in the area, including prospective customers, account holders, authorised users, and individuals who make enquiries on behalf of a customer.

1. Who we are

For the purposes of UK data protection law, Self Storage Kennington acts as the data controller for personal data processed in the ordinary course of providing storage-related services. This means we decide how and why your personal data is used. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal data we collect

We collect only the data needed to manage our services, meet our legal obligations, and protect our business and customers. The information we may collect includes:

Identity data such as your name, date of birth, and proof of identity.
Contact data such as your address, email address, and phone number.
Account and contract data such as storage unit details, rental dates, payment records, deposits, correspondence, and service preferences.
Access and security data such as gate logs, CCTV recordings, alarm records, and access permissions.
Financial data such as billing information, partial card details processed through payment systems, refund records, and transaction history.
Communication data such as enquiries, complaints, notices, and any other messages you send to us.
Usage data such as service interactions, site attendance, and relevant operational records.

We do not intentionally collect special category data unless it is necessary and lawful to do so, for example where you choose to provide such information in a communication or where it is required for a legal claim.

3. How we collect data

We collect personal data directly from you when you complete a booking, sign an agreement, make a payment, contact us, visit our site, or use our services. We may also receive data from:

payment providers and banking partners;
identity verification services;
debt recovery or legal advisers where relevant;
security systems such as CCTV and access control;
publicly available sources where necessary for fraud prevention, compliance, or legal purposes.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the context, the lawful basis may include:

Contract - to take steps at your request before entering into a contract, and to perform our contract with you, including managing your storage unit and payments.
Legal obligation - to comply with laws relating to taxation, accounting, security, fraud prevention, and other regulatory duties.
Legitimate interests - to run our business securely and efficiently, prevent misuse, protect property, manage disputes, improve our services, and maintain site safety, provided your rights do not override those interests.
Consent - in limited cases, where we ask for your permission for a specific processing activity, such as optional marketing communications where required by law.

Where we rely on legitimate interests, we assess the impact on your rights and interests to ensure the processing remains proportionate and appropriate.

5. Why we use your data

We use personal data for the following purposes:

to set up and administer customer accounts;
to provide and manage storage services;
to process payments, deposits, refunds, and fees;
to verify identity and prevent fraud;
to maintain site security and control access;
to manage complaints, disputes, and claims;
to comply with legal and regulatory obligations;
to improve service quality and operational efficiency;
to communicate important service-related updates.

We do not sell your personal data. We also do not use your data for automated decision-making that produces legal or similarly significant effects without appropriate safeguards.

6. Sharing and processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties are only permitted to process data according to our instructions or their own lawful obligations. Examples include:

IT and hosting providers that support our systems, backups, email, and data storage.
Payment processors that handle card or electronic payments securely.
Identity verification providers that help us meet anti-fraud and compliance obligations.
Security service providers that operate CCTV, alarms, or access management systems.
Professional advisers such as accountants, insurers, auditors, legal advisers, and debt recovery specialists.
Public authorities, regulators, and law enforcement where disclosure is required by law or necessary to protect rights, safety, or property.

Where a processor is used, we require appropriate contractual safeguards, confidentiality commitments, and security standards. We only disclose the minimum information needed for the relevant purpose.

7. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods vary depending on the type of data and the reason it is held. In general:

contract and account records are retained for the life of the customer relationship and for a reasonable period afterwards;
financial and tax records are kept for periods required by law;
security records, including CCTV, are kept for a limited period unless needed for an investigation or legal claim;
correspondence and complaints may be retained for as long as necessary to resolve issues and defend or establish legal rights.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and lawful manner.

8. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, encryption, staff training, secure storage, and monitoring of systems and premises. While no system can be guaranteed completely secure, we regularly review our safeguards to reduce risk.

9. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We take steps to ensure that any transfer is lawful and that your data remains protected to a standard consistent with UK GDPR requirements.

10. Your rights

You have a range of rights under data protection law in relation to your personal data. These rights are not absolute and may be subject to conditions or legal exceptions. Your rights may include:

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

You also have the right to raise a concern with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully.

11. Children’s data

Our services are intended for adults and business users. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a lawful customer arrangement or where required for a specific legal reason.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. Any updated version will apply from the date it is made available. We encourage customers to review it periodically to remain informed about how their information is handled.

13. Fair and transparent processing

We aim to process personal data in a way that is fair, proportionate, and transparent. If we need to use your data for a new purpose that is materially different from the original one, we will make sure that the new processing is lawful and that you are informed where required. We only keep information that is relevant and necessary, and we take care not to retain it longer than needed.

Our commitment

Self Storage Kennington is committed to respecting privacy and protecting personal information. We understand that customers trust us with sensitive details needed to store their belongings safely. We therefore work to ensure that all personal data is handled responsibly, securely, and in line with applicable data protection laws.

This Privacy Policy is designed to provide clear information about our practices for customers in the Kennington area and to support your rights over your personal information.