Privacy Policy - Maldenrushett Storage

Maldenrushett Storage is committed to protecting the privacy and personal data of all customers in area who use our services. This Privacy Policy explains how we collect, use, share, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Maldenrushett Storage customers in area, including individuals, business representatives, account holders, and any persons who interact with us in relation to storage services, enquiries, billing, access arrangements, or account administration.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Data We Collect

We collect only the personal data that is necessary for the provision and management of our storage services, the operation of our business, and compliance with legal obligations. The types of data we may collect include:

Identity data such as your name, title, and, where relevant, business or organisation name.
Contact data such as address, email address, and telephone number.
Account and transaction data such as account references, service history, invoices, payment records, and correspondence relating to your use of our services.
Access and security data such as records of entry, identification checks, CCTV images, and other information used to protect our premises and stored property.
Communication data such as enquiries, complaints, feedback, and records of customer service interactions.
Technical data where applicable, such as device, browser, or usage information when interacting with digital services.
Special category data only where strictly necessary and usually only if you choose to provide it, or where required by law, for example in relation to reasonable adjustments or health and safety matters.

We do not intentionally collect more personal data than is needed. Where possible, we limit collection to the minimum required for the service relationship.

2. How We Use Personal Data

We use personal data for the following purposes:

to set up and manage customer accounts;
to provide and administer storage services;
to verify identity and protect against fraud, unauthorised access, and misuse;
to process payments, issue invoices, and manage debt recovery where necessary;
to communicate with customers about bookings, access, service changes, or account issues;
to maintain premises security, including monitoring activity where appropriate;
to comply with legal, regulatory, tax, accounting, and insurance obligations;
to handle complaints, claims, or disputes;
to improve our services, operations, and customer experience.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that another compatible purpose applies.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the context, our lawful bases may include:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes opening accounts, providing storage services, managing access, taking payments, and communicating about the service.

Legal Obligation

We may process personal data to meet our legal obligations, including accounting, tax compliance, fraud prevention, health and safety obligations, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. These interests include protecting our premises, preventing fraud, maintaining business records, improving services, and managing day-to-day operations. When relying on this basis, we assess the impact on individuals and ensure appropriate safeguards are in place.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or processing activities. 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.

Vital Interests

In rare situations, we may process personal data where necessary to protect someone’s vital interests, such as in an emergency involving health or safety.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary for the operation of our services or where required by law. These parties may act as processors or independent controllers depending on the service they provide.

Processors we may use include:

IT and hosting providers who store data, maintain systems, or support secure communications;
payment service providers who handle card or bank-related transactions;
accounting and bookkeeping providers who assist with financial records and compliance;
security service providers who support site protection, access control, or CCTV-related services;
professional advisers such as lawyers, insurers, auditors, and consultants;
delivery, maintenance, or facilities providers where access to relevant data is needed to perform contracted services.

All processors are required to handle personal data securely, act only on our instructions, and comply with data protection law. We do not sell personal data.

We may also disclose personal data if required to do so by law, regulation, court order, or to enforce our agreements, protect rights, prevent fraud, or ensure the safety of our customers, staff, and property.

5. Data Retention

We keep personal data only for as long as necessary for the purposes set out in this Privacy Policy. The length of retention depends on the nature of the data, the purpose for which it was collected, legal obligations, and whether the data is needed to resolve disputes or enforce agreements.

In general:

customer account and transaction records are retained for the duration of the relationship and for a period afterwards to comply with legal and accounting requirements;
security records, including CCTV where used, are retained for a limited period unless a longer period is needed for an investigation or legal claim;
correspondence and complaints may be retained while the matter is active and for a reasonable period after closure;
identity verification records are retained only as long as needed for compliance and fraud prevention purposes;
data subject request records may be retained to demonstrate compliance with legal obligations.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in accordance with our retention procedures.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, data minimisation, and regular review of internal procedures.

Although we work hard to protect personal data, no system can be guaranteed to be completely secure. We therefore encourage customers to take care when sharing information with us and to notify us of any suspected security issues relating to their account or storage unit access.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to legal limits and exemptions, but we will always consider requests carefully.

Right of access – you may request confirmation of whether we process your personal data and receive a copy of it.
Right to rectification – you may ask us to correct inaccurate or incomplete personal data.
Right to erasure – in certain circumstances, you may ask us to delete personal data.
Right to restrict processing – you may request that we limit the use of your personal data in certain situations.
Right to data portability – where applicable, you may request personal data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests, and to direct marketing where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.
Rights related to automated decision-making – you have rights if we ever use automated decisions that produce legal or similarly significant effects; however, we do not rely on such decision-making unless clearly stated and lawful.

If you wish to exercise any of these rights, we may ask for information to confirm your identity and help us locate the relevant records. We aim to respond within the time limits required by law.

8. Children’s Data

Our services are intended for adults and business users. We do not knowingly collect personal data from children unless it is necessary in a lawful and appropriate context, for example where a guardian or authorised representative provides information in connection with a service. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

9. International Transfers

Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place to protect it in line with data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service-related changes. The most current version will apply to the processing of personal data at the time it is collected or used. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Maldenrushett Storage is committed to lawful, fair, and transparent processing of personal data. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and share it only with trusted processors or where the law requires it. We respect the rights of all Maldenrushett Storage customers in area and apply appropriate safeguards to protect personal data at every stage.

This Privacy Policy applies to all Maldenrushett Storage customers in area.