Privacy Policy - Selfstorage Watford

This Privacy Policy explains how Selfstorage Watford collects, uses, stores, shares, and protects personal data in connection with storage services provided to customers in the Watford area. It applies to all Selfstorage Watford customers, prospective customers, and individuals who interact with our services in the area, whether in person, by phone, by email, or through any other communication method. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We encourage you to read this policy carefully so that you understand how your information is processed and what rights you have. By using our services or providing personal data to us, you acknowledge that your data may be used in the ways described in this policy.

1. Information We Collect

We collect only the personal data that is necessary for providing storage services, managing our business operations, and complying with legal obligations. The information we collect may include:

Identity information such as your name, date of birth, and proof of identity where required.
Contact information such as your address, email address, and telephone number.
Account and contract information such as storage unit details, booking records, payment status, and agreement terms.
Payment information such as billing details and transaction records. We do not store full payment card details where these are processed by a secure payment provider.
Security and access information such as key holder details, access logs, CCTV footage, or records of entry where applicable.
Communication records such as emails, messages, complaints, and service enquiries.
Technical information if you use our digital systems, including IP address, device identifiers, and usage data.

We may also collect information from third parties where necessary, for example from payment processors, identity verification providers, insurers, debt recovery services, or legal representatives. Where we receive data from third parties, we ensure that it is handled in accordance with data protection law.

2. How We Use Personal Data

We use personal data for the following purposes:

to set up and manage storage agreements;
to verify identity and prevent fraud;
to provide access to storage units and related services;
to process payments, refunds, and invoices;
to communicate with customers about bookings, payments, service changes, or account matters;
to maintain site security and protect property;
to investigate complaints, incidents, or breaches;
to comply with legal, tax, accounting, and regulatory obligations;
to defend or establish legal claims;
to improve our operations, processes, and customer service.

We only use your personal data for the purpose for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will explain the legal basis for doing so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Selfstorage Watford relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform our storage agreement with you. This includes creating accounts, managing reservations, providing access, and handling payments.

Legal obligation

We process personal data when required to comply with laws and regulations, including record keeping, tax obligations, fraud prevention, and responding to lawful requests from authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes maintaining site security, preventing misuse, managing risk, improving services, and handling disputes. When relying on legitimate interests, we consider the nature of the data, the context of processing, and the impact on individuals.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or marketing activities. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, depending on the circumstances. Processors only process data on our instructions and are required to protect it appropriately.

Payment processors to handle card and electronic payments securely.
IT and cloud service providers to store data and support our systems.
Security providers such as CCTV, alarm, and monitoring service providers.
Identity verification providers where checks are required.
Accountants, auditors, and legal advisers where necessary for compliance or professional advice.
Debt recovery or credit control services in relation to unpaid accounts.
Insurers and claims handlers if an incident, damage, or liability issue arises.
Public authorities where disclosure is required by law or a lawful request.

We do not sell personal data. Any sharing is limited to what is necessary and is subject to contractual and legal safeguards. Where processors are used, we require them to implement appropriate technical and organisational measures to keep data secure and to process it only for specified purposes.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods depend on the type of information and the reason we hold it.

For example, contract and payment records may be retained for several years after the end of the storage agreement to meet legal and tax obligations, resolve disputes, and maintain business records. Security records such as access logs or CCTV footage are generally retained for a shorter period unless required for an investigation, claim, or legal process. When personal data is no longer needed, it is securely deleted, destroyed, or anonymised.

We regularly review the personal data we hold to ensure it is not kept for longer than necessary. Where data is retained for archival or legal purposes, access is limited and appropriate safeguards are applied.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, encryption, secure storage, staff training, and monitoring of systems and physical premises.

While no system can be guaranteed completely secure, we take data protection seriously and continuously review our safeguards. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with legal requirements, including notifying the appropriate authority and affected individuals where necessary.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions. They include:

Right of access — you can request confirmation of whether we process your personal data and receive a copy of it.
Right to rectification — you can ask us to correct inaccurate or incomplete information.
Right to erasure — in certain circumstances, you may ask us to delete your data.
Right to restriction — you may request that we limit how we use your data in certain cases.
Right to object — you may object to processing based on legitimate interests or direct marketing.
Right to data portability — where applicable, you may request that we provide your data in a structured, commonly used format.
Right to withdraw consent — where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has not been handled properly. We encourage you to contact us first so that we can try to resolve any issue quickly and fairly.

8. Special Categories of Data and Criminal Offence Data

We do not routinely collect special category data, such as information about health, religion, or ethnicity, unless it is necessary and permitted by law. In limited situations, we may process sensitive information if you voluntarily provide it and it is relevant to an incident, claim, accessibility requirement, or legal obligation.

If we process criminal offence-related data, for example where required for fraud prevention, legal claims, or security investigations, we do so only where permitted under the law and with appropriate safeguards.

9. International Transfers

Where data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures. We will only transfer data where it is necessary for service delivery, system support, or legal compliance.

10. Children’s Data

Our storage services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with an account holder, authorised user, or legal requirement. If we learn that we have collected personal data from a child without appropriate authority, we will take steps to delete or protect it as required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply from the date it is made available. We encourage customers to review the policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Selfstorage Watford is committed to processing personal data fairly, lawfully, and transparently. We collect only the information needed to provide secure and reliable storage services in the Watford area, use it for clear and legitimate purposes, keep it only as long as necessary, and protect it through suitable safeguards. We also respect your rights and aim to respond to requests promptly and responsibly.

This policy applies to all Selfstorage Watford customers in the Watford area.