Privacy Policy - Berrylands Storage

Berrylands Storage is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our storage services. It applies to all Berrylands Storage customers in area, including prospective customers, current customers, account holders, and individuals who make enquiries on behalf of a customer or business.

1. Introduction

We are 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 is intended to explain what information we collect, why we use it, how long we keep it, who may process it on our behalf, and the rights you have over your information.

By using our services, making an enquiry, signing an agreement, or otherwise providing personal data to Berrylands Storage, you acknowledge that your data will be processed in line with this Privacy Policy. We aim to use only the data that is necessary, relevant, and proportionate to the service we provide.

2. Personal Data We Collect

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

Identity details such as your name, title, and date of birth where required for verification.
Contact details such as address, email address, and telephone number.
Account and contractual information including booking details, storage unit references, service preferences, and correspondence related to your account.
Payment information such as billing details, payment status, transaction history, and limited card or banking information processed through secure payment systems.
Verification information where needed to confirm identity, prevent fraud, or meet legal obligations.
CCTV and site access information if you visit our premises, which may include video recordings and access logs for security purposes.
Communication records including emails, written messages, call notes, complaint details, and service-related enquiries.
Technical data such as device identifiers, browser information, and IP address if you interact with digital systems connected to our services.

We normally collect personal data directly from you. In some cases, we may also receive information from third parties, such as payment providers, identity verification services, insurers, landlords, delivery partners, legal representatives, or public authorities where this is lawful and appropriate.

3. How We Use Your Data

Berrylands Storage uses personal data for the following purposes:

to provide and manage storage services;
to create and administer customer accounts;
to communicate with you regarding bookings, payments, access, and account matters;
to verify identity and prevent fraudulent or unauthorised use of our services;
to maintain site safety and security;
to handle complaints, disputes, and legal claims;
to comply with regulatory, accounting, tax, and contractual obligations;
to improve our services, systems, and customer experience;
to send service-related notices and administrative messages;
to protect the rights, property, and safety of Berrylands Storage, our customers, staff, and visitors.

We will only process your data for the purposes set out in this policy or for compatible related purposes. We do not use personal data for unrelated purposes without a valid legal basis.

4. Lawful Basis for Processing

We process personal data only where a lawful basis under the UK GDPR applies. Depending on the situation, our lawful bases may include:

Contract – where processing is necessary to enter into or perform a contract with you, such as providing storage services, managing your booking, or handling payments.
Legal obligation – where we must process data to comply with legal, tax, accounting, safety, or regulatory requirements.
Legitimate interests – where processing is necessary for our legitimate business interests and your rights do not override those interests. This may include maintaining security, preventing fraud, managing our business, improving services, and defending legal claims.
Consent – where you have given us clear permission to process your data for a specific purpose, such as certain marketing communications, if applicable.

Where we rely on legitimate interests, we carry out an assessment to make sure that our interests are not unfairly outweighed by your privacy rights. If we rely on consent, you may withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, insurance, or reporting obligations. Retention periods may vary depending on the type of record and the reason for processing.

As a general approach:

customer account and contract records are kept for the duration of the service relationship and for a reasonable period afterwards;
financial and tax records are retained for the period required by law;
security records, such as CCTV footage or access logs, are kept only for as long as necessary for safety, investigation, or incident management;
correspondence and complaint records are retained for as long as needed to resolve the matter and for any applicable legal limitation period.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may retain minimal records if necessary to comply with legal obligations or to establish, exercise, or defend legal claims.

6. Processors and Data Sharing

We may share personal data with third parties only when necessary and in accordance with applicable law. These third parties may act as processors or independent controllers depending on the circumstances.

Examples of processors or service providers may include:

Payment processors that handle secure transaction processing;
IT and cloud service providers that store or support our systems and records;
Security providers that support site protection, CCTV, or alarm systems;
Professional advisers such as accountants, auditors, insurers, or legal advisers;
Maintenance and operational contractors who require limited access for service delivery;
Identity or fraud prevention services used where verification is needed.

Where we use a processor, we require appropriate contractual safeguards so that the processor only acts on our instructions, keeps data secure, and complies with data protection law. We do not sell your personal data.

We may also disclose information where necessary to comply with legal requests, court orders, regulatory requirements, or to protect against fraud, security threats, or unlawful activity.

7. International Transfers

If any of our processors or service providers store or access data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your personal data. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted under data protection law.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, encryption, staff confidentiality obligations, system monitoring, and secure disposal methods.

While no system can be guaranteed to be completely secure, we review our safeguards regularly and take reasonable steps to reduce privacy and security risks. Where a personal data breach is likely to result in a risk to your rights and freedoms, we will handle it in accordance with legal reporting requirements.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where the legal conditions are met.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so that we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our storage services are intended for adults. We do not knowingly collect personal data directly from children unless it is necessary in connection with a lawful service arrangement and appropriately authorised by an adult or legal representative. If we become aware that we have collected data from a child without proper basis, we will take appropriate steps to delete or restrict it.

11. Changes to This 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 apply from the date they are published. We encourage customers to review this policy periodically to remain informed about how we protect personal information.

Summary of Our Commitment

Berrylands Storage processes personal data fairly, securely, and only where lawful. We collect only what is needed, keep it for no longer than necessary, use trusted processors with safeguards, and respect your data protection rights. This policy applies to all Berrylands Storage customers in area, and our approach is designed to remain transparent, responsible, and compliant.