Privacy Policy - Downe Storage

This Privacy Policy explains how Downe Storage collects, uses, stores, shares, and protects personal data relating to its customers in the area. It applies to all Downe Storage customers in area and is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using Downe Storage services, customers acknowledge that their personal data will be handled in accordance with this policy.

1. Who We Are

Downe Storage provides storage-related services to individuals and businesses. In the course of delivering these services, we act as a data controller for the personal data we determine the purpose and means of processing. This means we are responsible for deciding why and how your 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, maintaining accounts, administering contracts, and meeting legal obligations. 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 billing address, correspondence address, telephone number, and email address.
Account and transaction data such as account numbers, payment records, invoices, and service history.
Contract data such as storage unit details, access records, and service terms.
Verification data such as proof of identity or address where required for fraud prevention, security, or legal compliance.
Technical data such as device information, IP address, browser type, and usage logs if you interact with our systems.
Security and access data such as entry records, CCTV footage, and incident reports where relevant to site safety and loss prevention.

We do not intentionally collect special category data unless you choose to provide it to us or we are legally required to process it in a specific situation. If such data is provided, it will be handled carefully and only where a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

to create and manage customer accounts;
to provide storage services and administer agreements;
to process payments and manage billing;
to communicate service updates, notices, and account information;
to verify identity and prevent fraud;
to maintain security, prevent theft, and protect property;
to comply with legal and regulatory obligations;
to handle complaints, disputes, and insurance-related matters;
to improve our operations, systems, and customer service;
to establish, exercise, or defend legal claims where necessary.

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

4. Lawful Basis for Processing

Under UK GDPR, we must identify a lawful basis for each processing activity. We may rely on one or more of the following:

Contract: processing is necessary to enter into or perform a contract with you, such as managing your storage account or providing services.
Legal obligation: processing is necessary to comply with legal requirements, including tax, accounting, fraud prevention, and regulatory duties.
Legitimate interests: processing is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This may include site security, record keeping, service improvement, and business administration.
Consent: in limited cases, we may rely on your consent, for example where the law requires explicit permission for a specific type of processing. You may withdraw consent at any time, where applicable.

Where we rely on legitimate interests, we will ensure that the processing is proportionate and that appropriate safeguards are in place. We do not use your data in ways that are unfair, unexpected, or excessive.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These parties process data only under our instructions and are contractually required to protect it. Examples include:

payment service providers;
IT and cloud service providers;
customer management and communications providers;
security and surveillance service providers;
professional advisers such as accountants, auditors, or legal advisers;
insurers and claims handlers where needed;
regulators, law enforcement agencies, or public authorities where required by law.

We may also disclose data where necessary to protect the rights, property, or safety of Downe Storage, our customers, staff, or others. Any sharing will be limited to what is necessary and will be subject to appropriate safeguards.

International Transfers

If any of our processors store or access personal data outside the United Kingdom, we will ensure that appropriate transfer safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep your data secure.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, contractual, and reporting obligations. Retention periods depend on the type of record and the reason for keeping it.

In general, we may retain:

customer and contract records for the duration of the relationship and for a reasonable period afterwards;
financial and tax records for the period required by law;
security records, such as access logs or CCTV footage, for a limited period unless needed longer for an incident or investigation;
complaints or dispute records for as long as required to resolve the matter and protect legal rights.

When personal data is no longer needed, it will be securely deleted, anonymised, or destroyed in a safe manner. Retention is reviewed periodically to ensure we do not keep data for longer than necessary.

7. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, confidentiality obligations, and system monitoring. Although no system can be guaranteed completely secure, we take reasonable and proportionate steps to protect the information entrusted to us.

8. Your Data Protection Rights

As a data subject, you have a number of rights under data protection law. Depending on the circumstances, you may have the right to:

Access a copy of the personal data we hold about you;
Rectification of inaccurate or incomplete data;
Erasure of your data in certain situations;
Restriction of processing in certain situations;
Data portability for data you provided to us, where processing is based on consent or contract and carried out by automated means;
Object to processing based on legitimate interests or direct marketing;
Withdraw consent where processing is based on consent;
Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. Some rights are subject to legal limitations and may not apply in every case. We will respond to valid requests within the time limits required by law.

9. Automated Decision-Making

Downe Storage does not ordinarily make decisions about customers solely by automated means that produce legal or similarly significant effects. If this changes, we will provide clear information about the logic involved, the significance of the processing, and your rights in relation to it.

10. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children without appropriate authority. If we become aware that we have collected such data without proper consent or legal basis, we will take steps to delete it where required.

11. 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 updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of Our Commitments

Downe Storage is committed to handling personal data responsibly, lawfully, and transparently. We will collect only what we need, use it for clear and legitimate purposes, keep it for no longer than necessary, and protect it with appropriate safeguards. We will also respect your rights and respond to your requests in line with applicable data protection law.

This Privacy Policy applies to all Downe Storage customers in area.