Privacy Policy - Limehouse Storage

This Privacy Policy explains how Limehouse Storage collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Limehouse Storage customers in the area, including individuals and businesses who enquire about, reserve, use, manage, or access storage services. We are committed to handling personal information in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Limehouse Storage is responsible for deciding how and why your personal data is processed for the purposes described in this policy. In data protection terms, we act as the data controller for customer, enquiry, and account-related information. Where we use external service providers to process information on our behalf, they act as data processors or, in limited cases, independent controllers.

2. What Personal Data We Collect

We collect only the information that is necessary to provide secure and reliable storage services, manage customer relationships, meet legal obligations, and improve our operations. The types of personal data we may collect include:

Identity data such as your name, title, date of birth, and identification details where required for verification.
Contact data such as postal address, email address, and telephone number.
Account and booking data such as storage unit references, booking history, payment status, access arrangements, and service preferences.
Financial data such as billing information, transaction records, and limited payment-related details needed to process charges and refunds.
Security and access data such as entry logs, CCTV footage, access codes, incident reports, and records of authorised access.
Communication data such as correspondence, enquiries, complaints, and notes relating to service requests.
Technical data such as device or browser information, if you interact with our digital systems or online forms.

We generally do not seek to collect special category data. If such information is provided by you voluntarily or becomes necessary in an exceptional circumstance, we will process it only where a valid legal basis exists and appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

To provide and administer storage services.
To verify identity and prevent unauthorised access or fraud.
To manage accounts, bookings, renewals, payments, and service changes.
To communicate about your storage agreement and operational matters.
To maintain site security, monitor access, and protect property and individuals.
To deal with enquiries, complaints, and customer support matters.
To comply with legal and regulatory obligations.
To establish, exercise, or defend legal claims.
To analyse service performance and improve our operations.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies or a new lawful basis is available.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Limehouse Storage may rely on one or more of the following lawful bases:

Contract

We process your personal data where it is necessary to enter into or perform a storage agreement with you. This includes managing bookings, account administration, billing, access control, and service delivery.

Legal Obligation

We may process data where we are required to comply with laws, regulations, court orders, tax rules, fraud prevention obligations, or lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include safeguarding our premises, preventing fraud, improving services, maintaining records, and protecting our legal position. Where we rely on legitimate interests, we assess the impact on individuals and apply appropriate safeguards.

Consent

In limited situations, we may rely on your consent, for example for certain optional marketing communications or non-essential data uses. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and no longer than is required by law or good business practice. Retention periods vary according to the type of information and the reason for processing.

Customer account and contract records are retained for the duration of the relationship and for a reasonable period afterwards to manage queries, disputes, or claims.
Financial and tax records are retained for the period required by applicable accounting and tax laws.
Security records such as access logs and CCTV footage are retained only for as long as necessary for security, incident management, and legal purposes.
Enquiry records may be retained for a limited period if no account is opened, to help manage follow-up and service administration.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures. We do not keep personal information indefinitely.

6. Processors and Data Sharing

To run our business efficiently and securely, we may share personal data with trusted third parties who act on our behalf. These processors are only allowed to process personal data according to our instructions and must keep it secure.

Examples of processors may include:

IT and cloud service providers supporting storage, email, and data management systems.
Payment service providers handling card or bank-related transactions.
Security service providers supporting access control, alarms, monitoring, or CCTV systems.
Professional advisers such as accountants, auditors, insurers, or legal advisers.
Maintenance, facilities, or operational contractors where access to personal data is necessary to deliver services.

We may also disclose personal data where necessary to law enforcement, regulators, courts, or other authorities when required by law or to protect our rights, property, customers, or staff. Any sharing will be limited to what is necessary and appropriate for the relevant purpose.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures. We will take reasonable steps to ensure that your information remains protected to a standard consistent with UK data protection law.

8. Data Security

We use technical and organisational measures designed to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, staff confidentiality obligations, secure storage, monitoring systems, and regular review of our internal procedures.

Although no system can be guaranteed completely secure, we work to ensure that personal data is protected in a manner appropriate to the risks involved.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to limitations or exemptions depending on the circumstances.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your data where there is no good reason for us to continue processing it.
Right to restriction – you can ask us to suspend processing in certain situations.
Right to data portability – you may request that we provide certain data to you or another controller in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

We will respond to valid requests within the time limits required by law and may need to verify your identity before taking action.

10. Marketing Choices

Where we send optional marketing communications, you can choose not to receive them. If you opt out, we will stop using your personal data for direct marketing purposes. Service-related communications, such as notices about your account, access, safety, or payments, are not marketing and may still be necessary.

11. Complaints

If you have concerns about how your personal data is handled, you have the right to raise a complaint. We encourage you to contact us so we can review and address the issue. You also have the right to lodge a complaint with the UK supervisory authority for data protection matters if you believe your rights have been infringed.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or technological changes. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we handle personal data.

By using Limehouse Storage services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.