Privacy Policy - Westham Storage

Westham Storage is committed to protecting the privacy and personal data of all customers in area who use our storage services, enquire about our services, or otherwise interact with us. This Privacy Policy explains how we collect, use, share, store, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Westham Storage customers in area and to any individual whose personal data is processed by us in connection with our business.

1. Who We Are

Westham Storage provides storage-related services to individuals and businesses. For the purposes of data protection law, we are the data controller in relation to the personal data we collect and process. This means we decide how and why your personal data is used, subject to applicable law.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for operating our services, meeting legal obligations, and improving our customer experience. The categories of data we may collect include:

Identity data such as your name, title, and date of birth where needed for verification.
Contact data such as postal address, email address, and telephone number.
Account and service data including booking details, storage unit allocation, service preferences, and communication history.
Payment data such as billing information and transaction records. We do not store full card details where payment processing is handled securely by a payment provider.
Identification and verification data where required for fraud prevention, security, or legal compliance.
Technical data such as device information, IP address, and browsing behaviour if you use our digital services or website features.
CCTV and security data if you enter areas monitored for safety, security, and crime prevention.

We generally do not intentionally collect special category data unless you choose to provide it to us or it is required for a specific legal or operational reason. If such data is processed, we will do so only where permitted by law.

3. How We Collect Your Data

We may collect personal data directly from you when you make an enquiry, sign a contract, complete a form, make a payment, or contact us. We may also collect data indirectly from third parties such as payment processors, identity verification providers, legal authorities, or business partners where necessary and lawful.

In some cases, we may receive information from automated systems or security tools used to protect our premises and services. We limit collection to what is necessary and use data only for specified purposes.

4. Why We Use Your Data

Westham Storage uses personal data for the following purposes:

To provide storage services and manage customer accounts.
To process bookings, payments, and refunds.
To verify identity and prevent fraud.
To operate security systems and protect property, staff, and customers.
To comply with legal and regulatory obligations.
To respond to enquiries, complaints, and service requests.
To maintain business records and improve service quality.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another compatible purpose and the law allows it.

5. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. The lawful bases we rely on may include:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes setting up storage services, managing your account, issuing invoices, and providing customer support connected to your agreement with us.

Legal Obligation

We may process your data where we need to comply with legal duties, such as tax rules, accounting requirements, fraud prevention laws, or responding to lawful requests from public authorities.

Legitimate Interests

We may process your 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. Examples include maintaining secure premises, preventing misuse, improving our services, and protecting our business from fraud or claims.

Consent

In limited circumstances, we may rely on your consent, for example for certain marketing communications or optional services. Where consent is used, you may withdraw it at any time.

We will always ensure that processing is fair, transparent, and proportionate.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our services, meet legal obligations, or protect our legitimate interests. These third parties may act as processors or, in some cases, as independent controllers.

Examples of processors may include:

IT and hosting providers that support our systems and secure data storage.
Payment service providers that process transactions securely.
Identity verification or fraud prevention providers used to confirm customer details and reduce risk.
Security providers that support CCTV, alarm monitoring, or site protection.
Professional advisers such as accountants, auditors, or legal advisers where necessary.

Where we use processors, they are required to handle your data only on our instructions, to keep it secure, and to comply with data protection law. We do not sell your personal data.

7. International Transfers

If any service provider stores or accesses data outside the United Kingdom, we will take appropriate steps to ensure that your personal data remains protected. This may include using approved contractual safeguards or ensuring the receiving country has an adequate level of protection under applicable law.

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The retention period depends on the type of data and the purpose for which it is used.

For example:

Contract and account records may be kept for the duration of the service relationship and for a period afterward to manage claims or obligations.
Financial and tax records are typically retained for the period required by law.
Security records such as CCTV footage are generally kept only for a limited period unless needed for an investigation or legal matter.
Enquiry data may be retained for a shorter period if no service is taken up.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our internal retention procedures.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure systems, staff training, and physical security procedures.

While no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

10. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions and exceptions. They include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances, also known as the “right to be forgotten.”
The right to restrict processing in certain situations.
The right to data portability for data you have provided to us in some circumstances.
The right to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent where processing is based on consent.
Rights related to automated decision-making where applicable.

If you exercise any of these rights, we will respond in accordance with legal requirements. We may need to verify your identity before taking action.

11. Complaints and Supervisory Authority

If you are unhappy with how we handle your personal data, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the matter promptly and fairly. You also have the right to seek legal remedies if you believe your data protection rights have been infringed.

12. 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 protection practices. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Scope of This Policy

This Privacy Policy applies to all Westham Storage customers in area, as well as prospective customers, visitors, and other individuals whose personal data we process in connection with our business. By using our services or interacting with us, you acknowledge that your data may be processed as described in this policy and in accordance with applicable law.

Westham Storage respects your privacy and is committed to handling personal data lawfully, fairly, and transparently. We aim to ensure that all processing is necessary, secure, and limited to what is required for our operations and obligations.