Privacy Policy - Neasden Storage

This Privacy Policy explains how Neasden Storage collects, uses, stores, and protects personal data in connection with the storage services we provide. It applies to all Neasden Storage customers in the area, including individuals and business customers who use our facilities, make enquiries, reserve units, enter agreements, or otherwise interact with our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy describes the categories of personal data we collect, the lawful bases we rely on, how long we keep data, the processors and service providers we use, and the rights available to you under data protection law.

1. Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision, administration, and security of our storage services. Depending on your relationship with us, we may collect the following categories of data:

Identification information: name, date of birth, and proof of identity where required.
Contact details: postal address, email address, and telephone number.
Account and contract details: storage unit reference, agreement details, payment status, and service history.
Payment information: billing records, payment method details, and transaction records. We do not store full card details where payment processing is carried out by a third-party provider.
Security and access information: CCTV footage, access logs, site entry records, and incident reports.
Communications: enquiries, complaints, requests, and correspondence with our team.
Technical data: limited information generated through our systems, such as device or browser data if you interact with digital services.

We may also collect information from third parties where lawful and necessary, such as credit reference agencies, lawful authorities, insurers, or appointed contractors, but only where this is relevant to our services or legal obligations.

2. How We Use Your Data

We use personal data for the following purposes:

to set up and manage storage agreements;
to verify identity and prevent fraud;
to process payments and maintain financial records;
to provide customer support and respond to enquiries;
to maintain site safety, security, and access control;
to monitor, investigate, and manage incidents;
to comply with legal, regulatory, tax, and accounting obligations;
to enforce contractual rights or defend legal claims;
to improve our services and operational processes.

We do not use your personal data for purposes that are incompatible with those stated above without first ensuring that we have a valid lawful basis and, where required, providing notice to you.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Neasden Storage relies on the following lawful bases, depending on the activity involved:

Contract

We process data where it is necessary to enter into or perform a storage agreement with you. This includes creating accounts, managing access to units, issuing invoices, and delivering agreed services.

Legal Obligation

We process data when necessary to comply with legal requirements, such as tax record-keeping, fraud prevention, safety obligations, regulatory requests, and responding to lawful authority requests.

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. Examples include site security, CCTV monitoring, service improvement, debt recovery, and protecting our property, staff, and customers.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily choose to receive certain optional communications. Where consent is used, you may withdraw it at any time.

Vital Interests and Public Task

These bases will only be relied on in rare situations, such as where processing is necessary to protect someone’s life or to support a public authority function.

4. Data Retention

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

Contract and account records: retained for the duration of the agreement and for a reasonable period afterwards to manage claims, disputes, or reconciliation.
Financial records: retained for the period required by tax and accounting law.
CCTV footage and access logs: retained only for a limited period unless needed for investigation, security, or legal proceedings.
Customer correspondence: retained as long as necessary to resolve the matter and maintain appropriate service records.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. Retention is reviewed regularly to ensure that information is not kept longer than necessary.

5. Processors and Third Parties

We may share personal data with trusted processors and third parties who provide services on our behalf. These parties only process data according to our instructions and are required to protect it appropriately.

IT and system providers: for secure storage, hosting, data management, and communications systems.
Payment processors: for handling transactions and billing.
Security providers: for alarm monitoring, access control, and CCTV support.
Professional advisers: including accountants, auditors, insurers, and legal advisers.
Debt recovery or enforcement partners: where necessary to recover unpaid sums or enforce contractual rights.
Public authorities: where disclosure is required by law or a lawful request.

We take steps to ensure that any processor acting for us provides appropriate technical and organisational safeguards. Where data is transferred outside the UK, we will ensure that suitable safeguards are in place in accordance with data protection law.

6. Data Security

We use appropriate security measures designed to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access controls, secure systems, staff training, encryption where appropriate, and physical security measures at our sites.

Although we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. We therefore encourage customers to keep their own information secure and to notify us promptly if they believe any personal data relating to them has been compromised.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. 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 data.
Right to erasure: to request deletion of data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent.

You also have the right to raise a concern with the Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage customers to raise concerns directly so we can try to resolve them fairly and promptly.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

9. Summary of Our Commitment

Neasden Storage is committed to processing personal data responsibly and only for legitimate, specified purposes. We aim to collect no more information than is necessary, keep it secure, retain it only as long as needed, and respect the rights of every customer. This policy applies to all Neasden Storage customers in the area and is intended to provide clear, transparent information about how your personal data is managed.

By using our storage services, you acknowledge that you have read and understood this Privacy Policy.