Privacy Policy - Tolworth Storage

Tolworth Storage is committed to protecting the privacy and personal data of all customers in the Tolworth area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our storage services, access our facilities, or communicate with us. It applies to all Tolworth Storage customers in the area, including individual customers, business customers, and any authorised users linked to a storage account.

1. Introduction

We handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to process data fairly, lawfully, and transparently. This policy is designed to help you understand what information we collect, why we collect it, and what rights you have over your personal data.

By using our services, you acknowledge that some personal information must be collected to provide storage facilities, manage accounts, meet legal obligations, and maintain security. We only collect information that is relevant, adequate, and limited to what is necessary for these purposes.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information, such as your name, date of birth, and identification details where required for verification.
Contact details, such as postal address, email address, and telephone number.
Account and transaction details, including storage unit references, payment records, invoices, booking details, and service history.
Access and security information, such as entry logs, gate access records, and CCTV footage where applicable.
Correspondence records, including emails, written communications, and notes from telephone or in-person discussions.
Business customer information, where relevant, such as company name, business contact details, and authorised signatory details.
Technical information, such as device or system data collected when you interact with digital systems used to manage our services.

We do not intentionally collect special category data unless it is necessary and permitted by law. If such information is ever provided to us, it will be handled with additional care and only where a valid legal reason exists.

3. How We Use Your Data

We use personal data for the following purposes:

To set up and manage customer accounts.
To provide storage services and maintain access to your unit.
To verify identity and prevent fraud.
To process payments, refunds, and account charges.
To communicate about bookings, account changes, service updates, and operational matters.
To maintain site security, monitor access, and protect customers, staff, and property.
To comply with legal, tax, accounting, and regulatory obligations.
To resolve disputes, handle claims, and enforce our terms and conditions.

We only use your data in ways that are compatible with the purposes for which it was collected. If we need to use data for a new purpose that is not compatible, we will ensure that a lawful basis exists and, where required, we will provide further information.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the circumstances, Tolworth Storage may rely on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes managing your storage account, providing access to a unit, and handling payments related to the service.

Legal obligation

We may process data when necessary to comply with legal requirements, such as record keeping, tax obligations, fraud prevention, or lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This includes protecting our premises, improving service quality, managing risk, and enforcing contractual rights.

Consent

In limited situations, we may rely on your consent, for example where specific optional communications or activities require it. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties that act as processors on our behalf. These processors are only permitted to use your data under our instructions and are required to protect it appropriately.

Examples of processors may include:

Payment service providers that process card or bank transactions.
IT and software providers that support account management, communications, and data storage.
Security and surveillance service providers where CCTV or access control systems are used.
Professional advisers such as accountants, auditors, insurers, or legal advisers where necessary.
Maintenance or operational contractors who need limited access to fulfil a service requirement.

We may also disclose personal data where required by law, court order, or lawful request from a public authority. Any third party receiving personal data must handle it securely and in line with applicable data protection requirements.

6. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the reason it is held.

In general, we keep:

Contract and account records for the duration of your storage relationship and for a reasonable period afterwards.
Financial records for the period required by tax and accounting law.
Security records such as access logs or CCTV footage for limited periods unless needed for an incident, investigation, or legal claim.
Correspondence and complaint records for as long as needed to deal with the matter and support our legitimate interests or legal obligations.

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

7. Your Rights

You have several rights under data protection law in relation to your personal data. These rights may be subject to conditions or exceptions. They include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may request deletion of your data.
Right to restriction – you may ask us to limit how we use your data in certain cases.
Right to object – you may object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – you may request that certain data be provided in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you believe your data protection rights have been infringed, you also have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, system safeguards, and procedures for handling incidents.

While we strive to protect personal data, no system can be guaranteed to be completely secure. We therefore encourage customers to take reasonable precautions when sharing information with us and to keep their own account details secure.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any updated version will apply from the time it is issued. We encourage customers to review this policy periodically to remain informed about how their information is used.

10. Summary of Our Commitments

Tolworth Storage is committed to using personal data responsibly, lawfully, and only where necessary to provide secure and reliable storage services. We collect limited information, use it for clear purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. We respect your rights and aim to ensure that all customers in the Tolworth area receive fair and transparent handling of their personal information.

This policy applies to all Tolworth Storage customers in area.