Storage Mill Hill Privacy Policy
This Privacy Policy explains how Storage Mill Hill collects, uses, stores and protects personal data relating to customers and prospective customers in the Mill Hill area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all individuals who enquire about, use or have used storage or related services provided by Storage Mill Hill in the Mill Hill area, whether as private individuals or on behalf of a business or organisation.
Data controller
Storage Mill Hill is the data controller in respect of the personal data described in this Privacy Policy. This means that Storage Mill Hill determines the purposes and means of processing your personal data and is responsible for ensuring that such processing complies with applicable data protection law.
Types of personal data we collect
Storage Mill Hill collects and processes a range of personal data about you, depending on your relationship with us and the services you use. This may include:
Identification and contact details such as full name, postal address, billing address, contact address, date of birth, and any identification documents you provide for verification purposes.
Contact information such as email address and other communication details you provide to receive confirmations, invoices, service updates or customer support.
Contract and account information such as unit numbers, contract start and end dates, services requested, payment history, correspondence relating to your account, and records of your interactions with us by post or in person.
Payment and billing information such as payment method details, billing history and transaction records. We do not store full card details when payments are processed through secure payment providers.
Usage and security information such as access logs, entry and exit times to our storage facility where access control systems are in use, and CCTV footage recorded on our premises for security and safety purposes.
Preference and communication information such as your marketing preferences, records of consent, and details of enquiries or feedback you provide.
How we collect your personal data
We collect personal data directly from you when you contact Storage Mill Hill to request information, obtain a quotation, make a booking, sign a storage agreement, make a payment, or communicate with us in person at our facility, by post or through other communication methods. We may also receive personal data about you from third parties where this is necessary for the performance of a contract or to comply with legal obligations, for example from payment service providers confirming that a payment has been authorised.
Lawful bases for processing
Storage Mill Hill processes your personal data only where there is a lawful basis to do so. Depending on the circumstances, this will include one or more of the following:
Performance of a contract where processing is necessary to enter into, administer or perform our storage and related service agreements with you, including managing bookings, handling payments, operating access control and providing customer service.
Compliance with legal obligations where we are required to process certain personal data to meet our legal and regulatory responsibilities, for example for tax, accounting, record-keeping, security and health and safety requirements, or to respond to lawful requests from public authorities.
Legitimate interests where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests include operating and improving our storage facility, ensuring security and safety, preventing and detecting crime or fraud, managing our relationship with customers, and defending legal claims.
Consent where we rely on your explicit consent, for example for certain types of direct marketing communications that are not otherwise permitted under legitimate interests. You can withdraw your consent at any time by contacting us and we will stop processing your data for that purpose.
How we use your personal data
We use your personal data for the following purposes:
To provide storage and related services to you, including processing enquiries, issuing quotations, creating and administering accounts, handling payments, managing access to storage units and responding to your communications.
To manage our relationship with you, including notifying you about changes to our terms, policies or services that affect you, and dealing with any questions, complaints or disputes.
To ensure the security and proper use of our facility, including using access control records and CCTV to monitor and protect our premises, our staff, our customers and their stored property.
To carry out internal administration, reporting, accounting and auditing, including maintaining appropriate records for tax and regulatory purposes.
To send you information about our services that may be of interest to you, where this is permitted by law and your preferences. You can opt out of such communications at any time.
To comply with legal and regulatory requirements, respond to requests from authorities, and establish, exercise or defend legal claims.
Data retention
Storage Mill Hill will keep your personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements. In determining appropriate retention periods, we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it and whether we can achieve those purposes by other means, as well as applicable legal and regulatory requirements.
Customer account and contract information will generally be retained for a period after the end of the storage agreement to enable us to respond to queries about the services provided, to maintain accurate financial records and to comply with statutory retention obligations. CCTV footage and access logs are retained for shorter periods, unless a longer retention period is required in connection with an incident, investigation or legal claim.
Data processors and third parties
We may share your personal data with trusted third parties who act as data processors on our behalf and only in accordance with our instructions. These processors may provide services such as payment processing, accounting support, secure data storage, IT support, access control systems or CCTV system maintenance.
We ensure that any data processors we engage provide sufficient guarantees to implement appropriate technical and organisational measures to protect your personal data and process it only for the agreed purposes.
We may also need to share your personal data with other third parties acting as independent data controllers where required by law, for example with law enforcement agencies, regulators, tax authorities or professional advisers. In such cases, the recipient will be responsible for its own compliance with data protection law.
Your personal data is not sold to third parties for their own marketing purposes.
International transfers
Where it is necessary for our service providers to process personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection law. Such safeguards may include reliance on adequacy regulations or the use of standard contractual clauses approved by relevant authorities.
Security of your personal data
Storage Mill Hill takes reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include controlled access to premises, use of secure systems for storing electronic data, access controls and staff training on data protection obligations. While we take these steps, no system can be guaranteed to be completely secure.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data held by Storage Mill Hill. These rights include:
The right of access, which allows you to obtain confirmation about whether we process your personal data and to receive a copy of that data, together with certain information about how it is used.
The right to rectification, which allows you to request correction of inaccurate personal data and completion of incomplete data.
The right to erasure, in certain circumstances, which allows you to request that we delete your personal data where there is no longer a lawful basis for us to retain or use it.
The right to restriction of processing, which allows you, in certain circumstances, to request that we limit the use of your personal data.
The right to data portability, which allows you, in certain circumstances, to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.
The right to object, which allows you to object to processing based on our legitimate interests, including profiling, and to object at any time to the processing of your personal data for direct marketing.
Where we rely on consent as our lawful basis, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
How to exercise your rights and complaints
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how Storage Mill Hill handles your personal data, you can contact us using the contact details provided on our website or in your customer documentation. To help us respond efficiently, please provide sufficient information for us to identify you and the data to which your request relates.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
Scope and updates to this Privacy Policy
This Privacy Policy applies to all Storage Mill Hill customers and prospective customers in the Mill Hill area. We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updated version will take effect from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we process your personal data.
Your continued use of Storage Mill Hill services after any changes to this Privacy Policy will be taken as your acknowledgement of those changes, to the extent permitted by law.
