Privacy Policy - Richmond Storage

This Privacy Policy explains how Richmond Storage collects, uses, stores, shares, and protects personal data relating to all Richmond Storage customers in area. It applies to prospective customers, current customers, former customers, visitors who interact with our services, and anyone whose personal data we process in connection with storage services, account administration, and related operations. Richmond Storage is committed to handling personal data fairly, lawfully, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Information We Collect

We collect personal data that is necessary to provide storage services, manage customer accounts, operate our facilities, maintain security, and meet legal obligations. Depending on how you interact with Richmond Storage, we may collect the following categories of information:

Identity information such as name, title, date of birth, and identification details used to verify identity.
Contact information such as postal address, email address, and telephone number.
Account and service information such as booking details, unit references, rental dates, access records, payment status, and communications relating to your account.
Payment information such as billing records, partial card details or payment transaction references processed through payment providers.
Security information such as CCTV footage, access logs, vehicle registration information, and incident reports where relevant to site security and safety.
Technical information such as device, browser, and usage data when you interact with our digital systems, where applicable.
Correspondence such as emails, letters, notes from phone calls, complaints, and other communications.

We do not seek to collect unnecessary personal data. Where we ask for information, it is usually because we need it to provide services, keep records accurate, prevent fraud, or comply with legal requirements.

2. How We Use Personal Data

Richmond Storage uses personal data for the following purposes:

to set up and manage storage accounts;
to verify identity and prevent unauthorised access;
to process payments, issue invoices, and manage arrears;
to provide customer support and respond to enquiries;
to monitor and maintain the security of our premises and services;
to comply with legal, regulatory, tax, and accounting obligations;
to detect and prevent fraud, misuse, or criminal activity;
to manage claims, disputes, and complaints;
to improve the safety, efficiency, and quality of our services;
to communicate important service updates or changes that affect your account.

We only use personal data for purposes that are compatible with the reason it was collected, or where another lawful basis applies.

3. Lawful Basis for Processing

Under data protection law, Richmond Storage must have a lawful basis for processing personal data. We rely on the following lawful bases depending on the activity involved:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes creating accounts, managing storage agreements, taking payment, and delivering the services you have requested.

Legal Obligation

We process personal data when required to comply with legal obligations, such as tax, accounting, security, fraud prevention, and responding to lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include protecting property, maintaining site security, preventing misuse, improving operations, and managing business records. When relying on this basis, we consider whether the processing is proportionate and necessary.

Consent

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

4. Sharing and Processors

Richmond Storage may share personal data with trusted third parties where necessary to operate our business and provide services. We use processors, meaning service providers who process personal data on our behalf and under our instructions. These may include:

Payment processors that handle card or bank transactions securely;
IT and cloud service providers that support email, storage, data hosting, and system administration;
Security providers that support CCTV systems, alarm monitoring, and access control;
Accounting and bookkeeping providers that assist with financial administration;
Professional advisers such as auditors, insurers, lawyers, or consultants where needed;
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

All processors are required to protect personal data, use it only for the purposes we specify, and take appropriate technical and organisational security measures. We do not sell personal data.

5. Retention of Personal Data

Richmond Storage keeps 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 data and the reason for processing.

Customer and contract records are typically retained for the duration of the contractual relationship and for a period after it ends to deal with disputes, claims, and record-keeping obligations.
Financial records are retained for the period required by tax and accounting law.
Security records such as access logs or CCTV footage are retained only as long as needed for safety, incident investigation, and facility protection.
Correspondence and complaints are retained for as long as needed to resolve the issue and keep appropriate business records.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access restrictions, staff training, encryption where appropriate, secure disposal methods, and regular review of our security controls.

Although no system is completely secure, Richmond Storage works to maintain a level of protection appropriate to the risks associated with the data we process.

7. Your Rights

As a data subject under the UK GDPR, you have a number of rights in relation to your personal data. Subject to certain conditions and exceptions, these include:

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 personal data.
Right to erasure – to request deletion of personal data in certain circumstances.
Right to restriction – to ask us to limit how we use your personal data in certain cases.
Right to data portability – to receive certain personal data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will handle requests in accordance with applicable data protection law and within required time limits.

8. Children’s Data

Richmond Storage services are not directed at children, and we do not knowingly collect personal data from children except where necessary in limited circumstances linked to lawful business operations. If we become aware that we have collected such data without a proper legal basis, we will take steps to delete it where appropriate.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any revised 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 data is handled.

10. Summary of Our Commitment

Richmond Storage only processes personal data where it is necessary, lawful, and proportionate. We use data to provide storage services, maintain security, manage accounts, and meet legal obligations. We retain data only for as long as needed, use trusted processors under contract, and respect the rights of all Richmond Storage customers in area.

This Privacy Policy is intended to provide clear and transparent information about our data practices and your rights.