Privacy Policy - Parsonsgreen Storage

This Privacy Policy explains how Parsonsgreen Storage collects, uses, stores, shares, and protects personal data in connection with our storage services. It applies to all Parsonsgreen Storage customers in the area, including prospective customers, current customers, former customers, visitors to our premises, and any individuals who interact with us in relation to storage services, billing, access control, or account administration.

1. Who we are

Parsonsgreen Storage provides storage services to individuals and businesses. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as a data controller for the personal data we determine the purposes and means of processing. This means we are responsible for deciding why and how your personal data is used and for ensuring that such use is lawful, fair, and transparent.

2. Personal data we collect

We collect only the personal data that is necessary for operating our services, meeting legal obligations, and managing our business effectively. The categories of data we may collect include:

Identity information such as your name, title, and date of birth where required.
Contact information such as postal address, email address, and telephone number.
Account and contract information including service selections, account references, payment status, and records of your storage agreement.
Billing and payment information such as invoices, payment confirmations, and limited financial records needed to process transactions.
Security and access information such as entry logs, key or access code records, CCTV footage, and incident reports where applicable.
Correspondence including communications with us by email, phone, or in writing.
Website or device data if you interact with online services, such as technical identifiers, cookies, and usage data, where such tools are used.

We do not seek to collect special category data unless you choose to provide it in exceptional circumstances, or we are required to process it for a specific legal reason. Where special category data is involved, we will only process it with an appropriate lawful basis and additional safeguards.

3. How we use your data

We use your personal data for the following purposes:

To provide storage services and administer your customer account.
To verify identity, manage access, and protect the security of stored items and our facilities.
To process payments, issue invoices, and maintain financial records.
To communicate with you about your account, bookings, service changes, or operational matters.
To handle enquiries, complaints, disputes, and claims.
To meet legal, regulatory, insurance, accounting, and tax obligations.
To monitor and improve our services, security arrangements, and internal operations.
To establish, exercise, or defend legal claims where necessary.

We will only use your personal data in ways that are compatible with the purposes described in this policy. We do not sell your personal data.

4. Lawful basis for processing

Under data protection law, we must have a valid lawful basis for each processing activity. Depending on the circumstance, we rely on one or more of the following:

a. Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes setting up your storage account, managing payments, providing access, and delivering agreed services.

b. Legal obligation

We process data where required to comply with laws and regulations, such as tax, accounting, fraud prevention, health and safety, and lawful requests from authorities.

c. Legitimate interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided your rights and freedoms do not override those interests. This may include facility security, service improvement, debt recovery, internal administration, and protecting our property and customers. Where required, we balance our interests against your privacy rights.

d. Consent

In limited situations, we may rely on your consent, for example for certain marketing communications or optional data processing. Where consent is used, it will be freely given, specific, informed, and easy to withdraw at any time.

5. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of data and the legal or operational requirements that apply.

Customer contract and account records are typically retained for the duration of the relationship and for a reasonable period afterwards to manage queries, disputes, and legal claims.
Financial and tax records are retained for the period required by law and accounting standards.
Security records such as access logs and CCTV footage are retained only for as long as needed for security, incident management, or investigation purposes, unless a longer period is justified by law or a claim.
Correspondence and complaints may be retained for a period necessary to resolve issues and demonstrate compliance.

When personal data is no longer needed, we will securely delete, destroy, or anonymise it in line with our retention procedures.

6. Sharing personal data and processors

We may share personal data with carefully selected third parties where necessary and proportionate. These third parties may act as processors or independent controllers, depending on the service they provide.

Examples of processors may include:

IT and cloud service providers that host or support our systems.
Payment processors that handle card or bank transactions.
Security service providers, including CCTV storage or access management systems.
Professional advisers such as accountants, auditors, insurers, and legal advisers.
Operational contractors who assist with maintenance, administration, or customer service functions.

Where a third party acts as a processor, they process personal data only on our instructions and are bound by contractual obligations to protect it. We require processors to implement appropriate technical and organisational measures to keep data secure and to use it only for the specified purposes.

We may also disclose personal data where required by law, to respond to lawful requests, to protect the rights and safety of individuals, or in connection with a merger, sale, restructuring, or similar business transaction, subject to applicable legal safeguards.

7. International transfers

If any of our processors or service providers are located outside the UK, or if data is transferred internationally, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law.

8. Data security

We take data security seriously and use suitable measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, encryption where appropriate, staff training, confidentiality obligations, and regular review of our security practices. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. 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:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request that certain data be provided to you or another controller in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

10. Complaints and supervisory authority

If you are concerned about how we handle your personal data, we encourage you to raise the issue with us first so we can try to resolve it. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed.

11. Changes to this Privacy 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 published or otherwise communicated. We recommend reviewing this policy periodically to remain informed about how we protect your personal data.

12. Summary of our approach

Parsonsgreen Storage is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and limited purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. We respect your rights and aim to maintain a high standard of privacy protection for all customers in the area.