Privacy Policy - Perivale Storage

This Privacy Policy explains how Perivale Storage collects, uses, stores, shares, and protects personal data relating to customers, prospective customers, visitors, and other individuals whose information we process in connection with our storage services. It applies to all Perivale Storage customers in the area and is intended to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

Perivale Storage is committed to handling personal data fairly, lawfully, and transparently. We only collect information that is necessary for providing our services, managing our business, complying with legal obligations, and protecting our rights and the rights of others. We recognise the importance of privacy and the need to keep personal information secure and accurate.

This policy should be read together with any terms and conditions that apply to your storage agreement. By using our services, you acknowledge that we may process your personal data as described in this notice.

2. Information We Collect

We may collect and process different categories of personal data depending on your interaction with us. This may include:

Identity data such as your name, date of birth, title, and proof of identity information.
Contact data such as address, email address, telephone number, and emergency contact details if provided.
Account and contract data such as storage unit details, booking history, agreement records, payment arrangements, and service preferences.
Financial data such as payment card details or bank-related payment references, where relevant to billing and collections.
Verification data such as copies of identity documents, address verification, and any information required to prevent fraud or meet legal obligations.
Usage data such as records of visits, access logs, security events, and interactions with our services.
Correspondence data such as emails, messages, complaints, feedback, and notes relating to customer support or account management.
Technical data such as device, browser, and limited security-related information where systems automatically record it.

We do not intentionally collect special category data unless it is necessary and lawful to do so, for example where you voluntarily provide information that is relevant to a support request or legal matter and we have an appropriate legal basis.

3. How We Collect Personal Data

We collect personal data directly from you when you:

enquire about our services;
sign a storage agreement or complete registration forms;
make payments or manage your account;
contact us for support or submit a complaint;
visit our premises where access or security systems operate;
provide documents for identity or address verification.

We may also receive information from third parties where permitted by law, such as payment providers, credit reference or fraud-prevention services, insurers, professional advisers, or public authorities.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under data protection law. Depending on the purpose, the lawful basis may be one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, including setting up your account, managing storage services, issuing invoices, taking payments, and providing customer support related to your agreement.

Legal Obligation

We may need to process data to comply with legal requirements, such as tax and accounting rules, anti-fraud obligations, safeguarding requirements, or requests from regulators and law enforcement.

Legitimate Interests

We may process data where it is necessary for our legitimate interests or those of a third party, provided that your interests and fundamental rights do not override those interests. This may include maintaining security, preventing fraud, managing operations, improving services, enforcing agreements, and handling disputes.

Consent

In limited situations, we may rely on your consent, for example for optional communications or specific uses of information not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. How We Use Your Information

We may use your personal data for the following purposes:

to provide and administer storage services;
to verify identity and prevent unauthorised access;
to process bookings, renewals, payments, refunds, and account changes;
to communicate important service information;
to deal with enquiries, complaints, and disputes;
to comply with legal, regulatory, or contractual obligations;
to maintain security and protect property;
to improve our services, systems, and customer experience;
to protect against fraud, misuse, and unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected unless we have a lawful basis to do so.

6. Sharing and Processors

We may share personal data with trusted third parties where necessary and lawful. These third parties may act as processors or independent controllers depending on the service they provide. Processors only process personal data on our instructions and are required to keep it confidential and secure.

Examples of processors and service providers may include:

payment processing providers;
IT and cloud hosting providers;
security and monitoring providers;
document storage and administration providers;
professional advisers such as accountants, auditors, or lawyers;
customer communication tools and support providers.

We may also share information with insurers, debt recovery services, credit reference or fraud-prevention agencies, and public authorities where necessary to protect our business, enforce our rights, or comply with legal duties. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as approved contractual protections or other lawful transfer mechanisms.

7. Data Retention

We retain 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. The length of retention depends on the nature of the data and the reason for processing.

In general, we may keep:

Contract and account records for the duration of the customer relationship and for a period after the relationship ends to deal with disputes, claims, or audits.
Financial records for the period required by tax and accounting laws.
Identity and verification records for as long as needed for compliance, fraud prevention, or legal defence.
Security and access logs for a limited period unless they are needed longer for incident investigation or legal proceedings.
Correspondence and support records for as long as needed to resolve issues and maintain service history.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure systems, staff confidentiality obligations, monitoring, and procedures for handling data incidents. While no system can be guaranteed to be completely secure, we work to reduce risk and respond promptly if concerns arise.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These 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 information.
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 certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any issues directly.

10. Children’s Data

Our storage services are intended for adults. We do not knowingly collect personal data from children except where it is required for lawful administrative or emergency purposes and handled in a manner consistent with data protection law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or privacy practices. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we handle personal data.

12. Summary of Key Principles

Perivale Storage processes personal data responsibly, transparently, and only when there is a lawful basis to do so. We collect only what we need, keep it only as long as necessary, and share it only with appropriate processors or other parties where permitted by law. Our customers can exercise meaningful rights over their data, and we remain committed to respecting privacy across all aspects of our storage services.