Privacy Policy - Fulham Storage

This Privacy Policy explains how Fulham Storage collects, uses, stores, shares, and protects personal data. It applies to all Fulham Storage customers in the area, including individuals and businesses using our storage services, related facilities, or customer support services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, account holders, authorised users, visitors to our premises, and individuals who interact with us in connection with storage services. It also applies where we receive personal data from third parties acting on behalf of a customer, such as business representatives, emergency contacts, payment providers, or insurers.

2. Personal data we collect

We collect only the data necessary to provide and manage our services, protect our premises, meet legal obligations, and respond to customer requests. The categories of personal data we may collect include:

Identity details such as name, title, date of birth, and identification documents where required for verification.
Contact details such as postal address, email address, and telephone number.
Account and service details including booking information, unit size, access permissions, billing records, and service preferences.
Payment information such as payment card details, bank account information, and transaction history, where needed for processing payments.
Security information including CCTV images, access logs, gate records, and incident reports.
Communication records including emails, telephone notes, complaints, and other correspondence.
Technical data such as device or browser information if we use digital systems that capture such data.

We do not intentionally collect special category data unless it is voluntarily provided by you and is necessary for a specific service issue, legal claim, or safeguarding matter. If such information is provided, we will handle it with additional care and only where lawful to do so.

3. How we use your data

We use personal data for the following purposes:

To set up and manage storage accounts.
To verify identity and prevent fraud.
To take payment and manage invoices, arrears, refunds, and credits.
To provide access to storage facilities and ensure site security.
To communicate service updates, booking details, policy changes, and account notices.
To handle complaints, enquiries, disputes, and claims.
To comply with legal and regulatory obligations.
To monitor, maintain, and improve our services and premises.

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

4. Lawful basis for processing

We rely on one or more of the following lawful bases under the UK GDPR:

Contract: where processing is necessary to enter into or perform our storage agreement with you.
Legal obligation: where we must process data to comply with tax, accounting, safety, fraud prevention, or other legal requirements.
Legitimate interests: where processing is necessary for our legitimate business interests, such as securing our site, managing operations, preventing misuse, and defending legal claims, provided your rights do not override those interests.
Consent: where we ask for your permission, for example for certain optional communications or specific data uses. You may withdraw consent at any time where consent is the lawful basis.

Where we rely on legitimate interests, we balance those interests against your privacy rights and expectations.

5. Sharing personal data and processors

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and appropriate. These may include:

Payment processors that handle card or bank transactions.
IT and cloud service providers that store, secure, or support our systems.
CCTV and security service providers that assist with monitoring and incident response.
Maintenance and facilities contractors where access is needed to carry out work.
Professional advisers such as accountants, auditors, lawyers, and insurers.
Public authorities where disclosure is required by law, court order, or lawful request.

Where a processor acts on our behalf, we require it to process personal data only under our instructions, protect it using appropriate technical and organisational measures, and keep it confidential. We do not sell personal data.

6. International transfers

If any processor stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision or standard contractual clauses, to protect the data to UK GDPR standards.

7. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for holding it.

Account and contract records are generally kept for the duration of the customer relationship and for a reasonable period afterwards to deal with queries, disputes, or legal claims.
Financial records are retained for the period required by tax and accounting law.
Security records, such as CCTV footage and access logs, are kept for a limited period unless needed for an incident, investigation, or legal matter.
Correspondence and complaints are retained for as long as needed to resolve the matter and maintain evidence of resolution.

When data is no longer required, it will be securely deleted, anonymised, or destroyed.

8. Security of your data

We use appropriate administrative, technical, and physical safeguards to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff training, and monitored systems. While no system can be guaranteed completely secure, we regularly review our controls to reduce risk.

9. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

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 data.
Right to erasure in certain circumstances, often known as the right to be forgotten.
Right to restriction to ask us to limit how we use your data in certain situations.
Right to data portability to receive certain data in a structured, commonly used format where applicable.
Right to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions. We will respond to valid requests in accordance with applicable law.

How to exercise your rights

If you wish to exercise any of your rights, you should provide enough information for us to identify you and understand your request. We may need to verify your identity before responding. We aim to deal with requests promptly and within the time limits set by law.

10. Marketing communications

We may send service-related communications where necessary for contract performance or legal compliance. We will only send marketing communications where permitted by law and, where required, with your consent. You can object to marketing at any time, and we will respect your choice.

11. Children

Our storage services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with a customer account or legal obligation. Where we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

12. Changes to this policy

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

By using Fulham Storage services, you acknowledge that you have read this Privacy Policy and understand how your personal data is collected, used, retained, shared, and protected.