Privacy Policy - Docklands Storage

Effective date: This Privacy Policy applies to all Docklands Storage customers in the area and explains how we collect, use, share, store, and protect personal data in connection with our storage services, customer accounts, site access, billing, and related communications.

1. Introduction

Docklands Storage is committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy describes the personal data we collect from customers, account holders, visitors, and other individuals whose data we process while providing our services.

We aim to be clear, limited, and responsible in the way we process information. We only collect data that is relevant for legitimate business purposes, and we keep it only for as long as needed. By using our services or interacting with us, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, date of birth, and identification details used to verify identity.
Contact data: address, email address, telephone number, and billing or correspondence details.
Account and contract data: customer reference numbers, storage unit allocation, agreements, move-in and move-out dates, and service preferences.
Payment data: payment card details, bank details, payment history, invoicing records, and arrears information.
Security and access data: entry logs, key or access-code records, CCTV footage, incident reports, and site attendance information.
Communication data: emails, messages, call notes, complaints, and customer service correspondence.
Technical data: IP address, device information, browser type, and system logs collected when using digital services.

We may also collect information that you voluntarily provide to us, for example when you make an enquiry, request support, update account details, or report an issue. Where we need to process special category data or information relating to criminal convictions, we will do so only where permitted by law and where necessary for a specific purpose such as fraud prevention, security, or legal compliance.

3. How We Use Personal Data

We use personal data for the following purposes:

to create and administer customer accounts;
to provide storage services and manage unit allocation;
to process payments, invoices, refunds, and arrears;
to verify identity and prevent misuse of our services;
to maintain security, including access control and CCTV monitoring;
to communicate about bookings, renewals, service changes, and account matters;
to handle complaints, disputes, and claims;
to comply with legal and regulatory obligations;
to protect our rights, property, staff, customers, and site users;
to improve service performance, record keeping, and operational efficiency.

We process personal data only where there is a lawful reason to do so and where processing is proportionate to the purpose involved.

4. Lawful Basis for Processing

Under data protection law, we rely on one or more lawful bases when processing personal data. These may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, including managing bookings, payments, access, and service delivery.

Legal obligation

We process data when required to comply with legal duties, such as tax and accounting requirements, fraud prevention obligations, or responses to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided your rights do not override those interests. These interests include securing our premises, managing our business efficiently, preventing fraud, improving services, and handling disputes. When we rely on legitimate interests, we assess the impact on your privacy and apply appropriate safeguards.

Consent

In limited cases, we may rely on consent, for example for certain optional communications or where legally required. If we do, you may withdraw consent at any time without affecting the lawfulness of prior processing.

Vital interests and public task

These bases are unlikely to apply in routine storage operations, but where relevant and lawful, we may process data to protect vital interests or to comply with an official public task.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or, in some circumstances, independent controllers. We only share data where necessary and with appropriate contractual or legal safeguards. Our processors may include:

payment service providers and banking partners;
IT hosting, cloud storage, and software providers;
security and CCTV service providers;
customer relationship and communications platforms;
accountants, auditors, legal advisers, and professional consultants;
maintenance and facilities providers where access to personal data is required;
debt recovery, insurance, or claims management providers where necessary.

Processors are required to act only on our instructions, keep data secure, and use it only for the agreed purpose. We do not sell personal data. If information is shared with law enforcement, regulators, courts, or other public bodies, we do so only where required or permitted by law.

Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal mechanisms.

6. Data Retention

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

Customer account and contract records: retained for the duration of the relationship and for a reasonable period afterward to manage disputes, audits, and legal claims.
Payment and accounting records: retained for the period required by tax and financial laws.
Access logs and security records: retained for a limited period unless a longer retention is needed for an incident, investigation, or legal matter.
CCTV footage: generally retained for a short period unless required for security review, evidence, or law enforcement.
Enquiry and communication records: retained for as long as needed to respond and maintain service history.

When data is no longer required, we will delete it, anonymise it, or securely destroy it in accordance with our internal retention procedures. We regularly review retention periods to ensure they remain appropriate and legally justified.

7. Security of Personal Data

We use technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access restrictions, encryption, secure storage, staff training, monitoring, and role-based permissions. Although no system is completely secure, we take reasonable steps to protect the information entrusted to us.

Staff and contractors are required to keep personal data confidential and to process it only in accordance with this policy and applicable law.

8. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights are not absolute and may be subject to legal exceptions or conditions.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may request deletion of data in certain circumstances.
Right to restriction: you may ask us to restrict processing in certain cases.
Right to object: you may object to processing based on legitimate interests or to direct marketing.
Right to data portability: you may request transfer of certain data where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

You also have the right to raise concerns with a data protection authority if you believe your data has been processed unlawfully. In the UK, this is the Information Commissioner’s Office (ICO). Before escalating a complaint, we encourage you to contact us so we can try to resolve the matter promptly.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary and lawful, for example where a child’s data appears incidentally in emergency contact information or other legitimate service records. Where we become aware that we have collected data from a child without appropriate authority, we will take steps to delete or otherwise protect it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, our services, or our internal practices. The updated policy will apply from the date of publication or other stated effective date. We encourage customers to review this policy periodically to stay informed about how we process personal data.

11. Summary of Our Commitment

Docklands Storage respects privacy and is committed to processing personal data lawfully, fairly, and securely. We collect only the information needed to provide storage services, protect our premises, manage accounts, and meet legal obligations. We rely on appropriate lawful bases, use trusted processors under contract, retain data only as long as necessary, and uphold the rights of all customers in the area.

In short: we handle personal data responsibly, we keep it protected, and we aim to ensure that every Docklands Storage customer’s information is treated with care and respect.