Storage Maze Hill Customer Privacy Policy
This Privacy Policy explains how Storage Maze Hill collects, uses and protects personal data relating to all Storage Maze Hill customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
Who this Privacy Policy applies to
This Privacy Policy applies to all Storage Maze Hill customers in our area, including individuals and business customers who make enquiries, request quotations, sign storage agreements, use our storage facilities, or otherwise interact with us in the course of receiving storage-related services.
What personal data we collect
We collect and process different types of personal data depending on your relationship with us and the services you use. The categories of personal data we may collect include:
Identification and contact details such as full name, postal address, billing address, contact address, date of birth, identification document details, and contact preferences.
Contact information such as email address, and communication records including correspondence, enquiry details and any complaints or feedback you provide.
Contract and account information such as storage unit number, rental terms, start and end dates, payment status, transaction history, deposit details, access permissions, authorised contacts and records of services provided.
Financial information such as limited payment-related details needed for processing payments and preventing fraud. Detailed payment card data may be collected directly by our payment processors and not retained by us.
Security and access data such as access control records, gate or door entry logs, CCTV images and incident reports relating to the safety and security of our premises, staff and customers.
Technical and usage data such as information about your use of our website or online services where applicable, including logs generated for security, performance and diagnostic purposes.
How we collect personal data
We collect personal data when you provide it to us directly, for example when you make an enquiry, request a quote, sign a storage agreement, pay for services, contact us by phone or in writing, or visit our site.
We may also generate personal data as part of providing services to you, such as access logs, account histories and internal records. In some cases we may receive personal data about you from third parties where this is necessary, lawful and relevant, for example from payment processors, credit or fraud prevention agencies, or law enforcement authorities.
Purposes and lawful basis for processing
We only process your personal data where we have a lawful basis under data protection law. The main purposes and lawful bases are as follows.
To provide storage services to you. We process identification, contact, contract, financial and access data in order to set up your account, administer your storage agreement, provide access to your unit, manage payments, and communicate with you. The lawful basis is that processing is necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract.
To comply with legal obligations. We process certain identification, contract, financial, security and record-keeping data in order to comply with legal and regulatory obligations, including tax rules, accounting requirements, safety regulations, anti-money laundering or fraud prevention duties, and requests from law enforcement or regulatory bodies. The lawful basis is compliance with legal obligations.
To protect our legitimate interests. We process personal data including access records, CCTV, incident reports, account history and communications to maintain the security of our premises, prevent and detect crime or misuse, recover debts, manage risk, improve our services, and handle queries, complaints or disputes. The lawful basis is our legitimate interests in managing and protecting our business, staff, customers and property, provided that these interests are not overridden by your rights and freedoms.
To communicate with you about services. We may use your contact details to send you important service messages about your account, contract changes, access arrangements or other operational information. The lawful basis is performance of contract and our legitimate interests in effective customer communication.
Marketing communications. If we send you marketing communications about Storage Maze Hill services, we will do so only in accordance with applicable marketing and consent rules. The lawful basis will normally be your consent or, for certain existing customers, our legitimate interests in promoting similar services, subject to your right to object at any time.
Data retention and storage periods
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements. Retention periods vary depending on the type of data and our legal obligations.
Customer and contract records such as identification, contact and account details are generally kept for the duration of your contract and for a defined period after the end of the relationship to deal with any queries, disputes or legal claims, and to comply with statutory retention duties.
Financial and transaction records may be retained for the periods required by tax and accounting laws. Security and access data such as CCTV recordings and access logs are typically retained for shorter periods necessary for security, investigation and loss prevention, unless a specific incident requires longer retention.
When retention periods expire, personal data is securely deleted, anonymised or archived in accordance with our data retention procedures.
Data processors and third parties
In order to provide our services and operate our business, we may share personal data with carefully selected third parties who act as data processors on our behalf. These may include providers of payment processing services, customer management systems, IT hosting, data storage, security systems and professional advisers.
Where we use processors, they are only permitted to process personal data according to our documented instructions, for specified purposes, and must apply appropriate technical and organisational measures to protect your data. They are not allowed to use your personal data for their own independent purposes.
We may also need to share personal data with other third parties in specific circumstances, for example with law enforcement agencies, regulatory bodies, courts, insurers or debt recovery services where this is necessary and lawful for the protection of our rights, the prevention or detection of crime, or compliance with legal obligations.
We do not sell your personal data to third parties.
International data transfers
If any of our service providers or processors are located outside the United Kingdom or the European Economic Area, or store data in such locations, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. This may include the use of standard contractual clauses or other legally recognised transfer mechanisms.
How we protect your personal data
We take reasonable and proportionate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, security policies, staff training, secure storage and disposal processes, and regular review of our security arrangements.
Your data protection rights
As a customer of Storage Maze Hill in our area, you have a number of rights in relation to your personal data under data protection law. These rights may be subject to certain conditions and legal exceptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how it is used.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected.
Right to erasure. In certain circumstances you may request that your personal data is deleted, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent, if consent was the lawful basis.
Right to restriction. You may request that we restrict the processing of your personal data in certain cases, for example while we are verifying its accuracy or considering an objection you have raised.
Right to object. You may object to processing based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. You have an absolute right to object to the use of your personal data for direct marketing.
Right to data portability. In some circumstances you have the right to receive personal data that you have provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller, where technically feasible.
Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how Storage Maze Hill handles your personal data, you can contact us using the usual contact details you use for our services.
You also have the right to lodge a complaint with the competent data protection supervisory authority if you are not satisfied with our response or believe that your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updated version will apply to all Storage Maze Hill customers in our area from the date it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
