Storage Ratcliff Privacy Policy
This Privacy Policy explains how Storage Ratcliff collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also describes your rights under the General Data Protection Regulation and applicable data protection laws.
This Privacy Policy applies to all Storage Ratcliff customers and individuals who enquire about, use or interact with our storage services, premises or customer support within our operating area.
Data Controller
For the purposes of data protection law, Storage Ratcliff is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
Personal Data We Collect
We collect and process different categories of personal data depending on your relationship with us and how you use our services. The types of information we may collect include:
Identification and contact details, such as your name, postal address, billing address, contact address, and other contact details necessary for managing your account and bookings.
Account and contract information, such as your customer number, storage unit details, access permissions, contract start and end dates, payment history and related correspondence.
Payment and billing information, including payment method details and transaction records. Full card details are handled by our selected payment processors and are not stored in full by Storage Ratcliff.
Security and access information, such as vehicle registration information you choose to provide for site access, access logs, and CCTV images recorded on or around our premises for security and safety purposes.
Communication data, including records of communications with us by post, in person, or via other communication channels you choose to use, as well as notes of any queries, complaints or feedback you provide.
Technical and usage data, where applicable, such as basic device or browser information and general usage data related to any online portals or systems we operate, to support security, maintenance and service improvement.
How We Collect Your Data
We collect personal data directly from you when you enquire about our services, sign a storage agreement, communicate with us, visit our premises, use our customer systems, or update your details. We may also receive information from third parties, such as payment providers or identity verification services, where this is necessary for our contract with you or to comply with legal obligations.
Lawful Bases for Processing
We will only process your personal data where we have a valid legal basis under data protection law. Depending on the context, we rely on the following bases:
Contract: We process personal data that is necessary to enter into and perform our storage contracts with you, including managing reservations, providing access to storage units, handling payments and issuing notices related to your agreement.
Legal obligation: We process personal data where required to comply with legal and regulatory requirements, such as tax, accounting, law enforcement requests, court orders and health and safety obligations.
Legitimate interests: We process certain personal data where it is necessary for our legitimate business interests, and where those interests are not overridden by your rights and freedoms. These interests include operating and improving our services, maintaining site security, preventing fraud or misuse, managing queries and complaints, and protecting our property and that of our customers.
Consent: In limited circumstances, we may rely on your consent, for example where we send certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
Purposes For Which We Use Personal Data
We use your personal data for the following purposes:
To set up, manage and administer your storage account and contract, including verifying your identity where appropriate.
To provide access to our storage facilities, monitor access logs, and ensure the safety and security of people and property on site, including through the use of CCTV.
To process payments, issue invoices, recover outstanding sums, and maintain accurate financial and transactional records.
To handle your enquiries, requests, complaints and feedback, and to communicate with you regarding your contract, access arrangements, changes to terms and this Privacy Policy.
To maintain, operate and improve our services, systems and premises, including internal administration, audits and management reporting.
To comply with legal requirements, respond to legal claims, cooperate with regulators and law enforcement, and protect our legal rights.
To send you information about services that are relevant to your existing or past relationship with us, where permitted by law and subject to your right to object.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, including:
Service providers acting as data processors who provide services such as payment processing, secure data hosting, document storage, customer management systems, maintenance of information systems, and security services.
Professional advisers including lawyers, auditors and insurers, where necessary to obtain professional advice, manage risks or handle legal matters.
Public authorities, law enforcement agencies and regulators, where we are legally required to do so or where disclosure is necessary to protect our rights, property or the safety of others.
In all cases where we use processors, we require them to process personal data only in accordance with our instructions, to implement appropriate security measures, and to comply with applicable data protection laws.
International Data Transfers
Where it is necessary for us to transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, so that your data continues to be protected to a standard that is essentially equivalent to that in your home jurisdiction.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements. In general:
Customer and contract records are kept for the duration of your contract and for a period after it ends, to handle any queries, disputes or legal claims.
Financial and transaction records are kept for the period required by tax and accounting regulations.
CCTV and access records are retained for a limited period that allows us to investigate incidents, protect security and support law enforcement requests where applicable.
The precise retention period for each category of data may vary depending on our legal obligations and business needs. When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked back to you.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure systems, staff training and safeguards for physical and electronic records. While we take security seriously, no system can be fully guaranteed to be secure, but we work continuously to reduce risks and respond to incidents.
Your Data Protection Rights
You have a number of rights in relation to the personal data that we hold about you, subject to certain conditions and exemptions under applicable law. These include the right to:
Request access to the personal data we hold about you and obtain a copy of that information.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where there is no longer a lawful basis for us to continue processing it.
Object to processing of your personal data where we rely on legitimate interests, including any direct marketing based on those interests.
Request restriction of processing in certain circumstances, for example while we verify the accuracy of data or consider an objection.
Request the transfer of your personal data to you or another organisation in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.
Where we rely on consent, withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
You are also entitled to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so that we can address any concerns.
Policy Scope and Updates
This Privacy Policy applies to all Storage Ratcliff customers and individuals in our service area who interact with us, whether in person, by post, or through any systems and tools we operate. It does not create any contractual rights beyond those already contained in our agreements with you.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or services. Updated versions will apply from the date they are issued. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
