Storage Richmond Privacy Policy
This Privacy Policy explains how Storage Richmond collects, uses, discloses and protects personal data belonging to its customers and prospective customers in the Storage Richmond service area. It is designed to comply with the UK General Data Protection Regulation and related data protection laws. By using our services, visiting our premises or otherwise interacting with us, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Storage Richmond customers, former customers and prospective customers in our operating area, as well as individuals who contact us or visit our facilities in connection with storage or related services. It applies to personal data collected through our premises, written correspondence, online forms, and other interactions where we act as data controller.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you enquire about, reserve or use Storage Richmond services:
Identification and contact details, such as your name, postal address, billing address, and any other contact information you choose to provide to us.
Account and contract information, such as customer number, storage unit number, rental agreements, move-in and move-out dates, access permissions and authorised contacts.
Payment and billing information, such as payment method details, billing history, invoices, payment confirmations and records of any arrears or disputes. We do not store full payment card details when payments are processed through secure third-party providers.
Usage and operational data, such as records of your communications with us, customer service queries, incident reports, and details of services you have requested or purchased.
Security and access information, such as CCTV footage from cameras in and around our facilities, access control logs for entry systems, and records related to site security incidents.
Marketing preferences and communication history, such as your consent preferences, records of marketing communications sent to you and your responses, where permitted by law.
Any other information you voluntarily provide to us in connection with a query, complaint, survey or feedback relating to our services.
How We Collect Your Personal Data
We collect personal data directly from you when you complete a storage agreement, visit our facilities, communicate with us, make a payment, or otherwise engage with Storage Richmond. We may also receive limited personal data from third parties, such as payment service providers, referencing agencies or law enforcement bodies, where this is necessary for the purposes described in this Privacy Policy and is permitted by law.
Lawful Basis for Processing
Storage Richmond processes your personal data only where there is a lawful basis under data protection law. Depending on the specific purpose, we rely on one or more of the following bases:
Performance of a contract. We use your personal data to set up and manage your storage contract, process payments, provide customer support and perform other obligations arising from our agreement with you.
Compliance with legal obligations. We process certain data to comply with legal and regulatory requirements, such as tax, accounting, reporting, and obligations to cooperate with law enforcement and regulatory authorities.
Legitimate interests. We process personal data where this is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This includes securing our facilities, preventing fraud, managing business operations, improving our services, and maintaining records of customer interactions.
Consent. In limited cases, we may rely on your consent, for example for certain categories of marketing communications where consent is required. Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing prior to withdrawal.
How We Use Your Personal Data
Storage Richmond uses your personal data for the following purposes:
To manage customer relationships, including setting up your account, administering storage contracts, handling enquiries and providing customer support.
To process payments, issue invoices, manage direct debits or card payments through secure payment processors, and maintain accurate financial records.
To ensure the safety and security of our customers, staff, property and facilities, including the use of CCTV systems and access control records.
To communicate with you about your account, service updates, changes to terms, and any operational matters affecting your use of our facilities.
To send you marketing communications about our services where this is permitted by law and in line with your communication preferences.
To manage business operations, including analytics, service improvement, risk management, training and dispute resolution.
To comply with applicable laws, regulations, court orders and requests from law enforcement or regulatory authorities where we are legally required or permitted to do so.
Data Retention
Storage Richmond retains personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. The specific retention periods may vary depending on the type of data and the context in which it is processed, but we generally apply the following principles:
Customer account and contract data are retained for the duration of your agreement and for a reasonable period afterwards to handle queries, disputes, or potential legal claims, and to comply with statutory retention obligations.
Payment and invoicing records are retained for the period required under tax and accounting laws.
CCTV footage and access control logs are retained for a limited period that is appropriate for security and incident investigation purposes, unless a longer retention period is necessary in connection with a specific incident or legal claim.
Marketing records are kept for as long as you remain subscribed or engaged, or until you object or withdraw consent, after which we will retain only minimal information necessary to record your preference not to receive marketing.
When personal data is no longer needed, it will be securely deleted, anonymised or otherwise disposed of in accordance with our data protection procedures.
Sharing Your Personal Data and Use of Processors
Storage Richmond will not sell your personal data. We may share personal data with trusted third parties where necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place. These third parties may act as data processors on our behalf or as separate data controllers.
We may use data processors to provide services such as payment processing, customer relationship management systems, secure data storage, IT support, CCTV system maintenance and document archiving. These processors are only permitted to process your personal data on our documented instructions and must implement appropriate technical and organisational measures to protect it.
We may also need to share personal data with professional advisers, insurers, auditors, or regulatory and law enforcement authorities where required or permitted by law, and with other third parties in connection with a business reorganisation where our obligations to you continue to be protected.
Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms, to protect your data in accordance with data protection law.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data held by Storage Richmond. These rights include:
Right of access. You can request confirmation of whether we process your personal data and receive a copy of that data, together with certain additional information.
Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we verify accuracy or consider an objection.
Right to object. You can object to processing that is based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds. You also have an absolute right to object at any time to the use of your personal data for direct marketing.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller, where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent is withdrawn.
If you wish to exercise any of these rights, you can contact Storage Richmond using the contact details provided in your customer documentation or on our official communication channels. We may need to verify your identity before responding.
Security of Your Personal Data
Storage Richmond takes appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, staff training, secure systems, and regular review of our security practices. While we strive to protect your personal data, no system can be completely secure and we cannot guarantee absolute security.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any updated version will be made available through our usual communication channels and will specify the date from which it takes effect. We encourage you to review this Privacy Policy periodically so that you remain informed about how Storage Richmond handles your personal data.
