Privacy Policy - Highbury Storage

This Privacy Policy explains how Highbury Storage collects, uses, stores, shares, and protects personal data belonging to its customers in the area. It applies to all Highbury Storage customers in area, including prospective customers, current customers, and former customers whose information we may retain for legal, accounting, or operational purposes. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Scope of this Policy

This policy covers personal data processed in connection with storage services, account administration, billing, security, access management, customer communication, and related business activities. It explains what data we collect, why we collect it, the lawful basis on which we rely, how long we keep it, who may process it on our behalf, and the rights available to individuals under data protection law.

2. Personal Data We Collect

We may collect information directly from customers, from third parties, and automatically through our systems and security measures. The type of information collected depends on the services requested and the interactions a person has with us.

Information Provided by Customers

Identity details such as name, date of birth, and identification information where required.
Contact details such as address, email address, and telephone number.
Account details such as booking preferences, storage unit information, and payment status.
Payment information needed to process fees, deposits, refunds, and related transactions.
Correspondence including queries, complaints, and service-related messages.

Information Collected Automatically

Access records including time, date, and location entries where access control systems are used.
Security data such as CCTV footage, incident reports, and alarm logs where applicable.
Technical data including device identifiers, log data, and usage information from our digital systems.

We do not intentionally collect more data than is necessary for the purposes described in this policy. Where special category data is not required, we ask that it is not shared with us.

3. How We Use Personal Data

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

To provide storage services and manage customer accounts.
To verify identity and help prevent fraud or misuse.
To process payments, deposits, invoices, and refunds.
To maintain site security, monitor access, and investigate incidents.
To respond to enquiries, complaints, and service requests.
To meet legal, tax, insurance, and regulatory obligations.
To improve our services, systems, and customer experience.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Highbury Storage relies on one or more of the following grounds:

Contract

We process personal data when it is necessary to enter into or perform a contract with a customer. This includes setting up storage services, administering accounts, collecting payments, and delivering agreed services.

Legal Obligation

We may process data where required to comply with legal duties, including accounting, tax, fraud prevention, health and safety, and lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual. This may include site security, service improvement, internal administration, and record keeping.

Consent

In limited situations, we may rely on consent, for example where it is the most appropriate basis for certain optional communications or marketing. Where consent is used, it may be withdrawn at any time.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties who process information on our behalf. These parties act as data processors and are contractually required to protect personal data and use it only for the purposes we specify.

Processors may include:

Payment service providers for processing card and other transactions.
IT and hosting providers that support our systems, databases, and backups.
Security service providers involved in alarm monitoring, CCTV support, or access control maintenance.
Professional advisers such as accountants, insurers, auditors, and legal advisers where necessary.
Maintenance and facility service providers assisting with site operations and safety.

We may also disclose information where required by law, by a court order, or to public bodies when necessary to protect rights, property, safety, or the lawful operation of our business. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and the reason it was collected.

Customer account records are retained for the duration of the relationship and for an appropriate period afterward.
Financial records are kept for the period required by tax and accounting law.
Security logs and incident records are retained for as long as needed for safety, investigation, and legal purposes.
Enquiry and correspondence records are kept long enough to resolve issues and maintain accurate business records.

When data is no longer needed, we take steps to delete, anonymise, or securely destroy it.

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, password protection, secure storage, staff training, system monitoring, and contractual safeguards with processors. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we ensure that suitable safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms. Any such transfer will be carried out in accordance with applicable data protection laws.

9. Your Rights

Individuals have a number of rights in relation to their personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access – to obtain confirmation of whether we process your data and receive a copy of it.
Right to rectification – to correct inaccurate or incomplete information.
Right to erasure – to request deletion of data in certain situations.
Right to restriction – to limit how we use data in certain cases.
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, at any time.

Requests will be handled in line with applicable law and may require identity verification before action is taken.

10. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidentally provided in the context of customer administration or where lawful and necessary. If we become aware that we have collected information unlawfully, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or operational requirements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how their information is handled.

12. Further Information

If you have questions about this Privacy Policy or how your personal data is used, you may raise concerns through our usual customer service channels. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

Highbury Storage is committed to protecting privacy, maintaining trust, and handling personal data responsibly for every customer in the area.