Privacy Policy - Tottenhamhale Storage

This Privacy Policy explains how Tottenhamhale Storage collects, uses, stores, shares, and protects personal data relating to our customers and prospective customers. It applies to all Tottenhamhale Storage customers in the area, as well as anyone who contacts us, makes an enquiry, or uses our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Tottenhamhale Storage provides storage-related services to individuals and businesses. In delivering our services, we may act as a data controller for the personal data we collect and use for our own business purposes. In some situations, we may also act as a data processor where we handle data on behalf of a customer under their instructions.

We take privacy seriously and aim to ensure that personal data is processed only when necessary and with appropriate safeguards in place. We do not use personal data in ways that are unexpected or unfair.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you interact with us and which services you use. This may include:

Identity data, such as your name, title, and date of birth where required.
Contact data, such as address, email address, and telephone number.
Account and transaction data, such as service records, payments, invoices, and billing history.
Security data, such as access logs, identification details, and CCTV footage where used for security purposes.
Enquiry data, such as details you provide when requesting information or support.
Technical data, such as device information, IP address, and browser details when you interact with our digital systems.
Communication data, including correspondence and records of interactions with us.

We generally do not seek to collect special category data unless there is a clear lawful reason to do so and it is necessary for a particular purpose. If we ever need to process such data, we will ensure that an appropriate legal condition applies.

3. How We Use Personal Data

We use personal data only for legitimate business and legal purposes. Typical uses include:

Providing storage services and managing customer accounts.
Processing payments and administering contracts.
Verifying identity and preventing fraud or misuse.
Managing access to premises and protecting property and security.
Responding to enquiries, complaints, and support requests.
Maintaining internal records and improving service delivery.
Complying with legal, regulatory, and tax obligations.
Exercising or defending legal claims where necessary.

We will only use your personal data in ways that are compatible with the purpose for which it was collected, unless we have a valid lawful reason to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Tottenhamhale Storage relies on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes setting up services, managing accounts, and handling payments.

Legal Obligation

We process personal data where needed to comply with legal obligations, including accounting, tax, regulatory, and security requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include protecting our premises, preventing fraud, managing business operations, and improving service quality.

Consent

In limited circumstances, we may rely on your consent, for example where required for certain optional communications or specific uses. Where we rely on consent, you may withdraw it at any time.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as in an emergency.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The exact retention period depends on the type of data and the reason for processing.

In general:

Customer account and transaction records are retained for the duration of the relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Security records, including access logs and CCTV footage where applicable, are retained only as long as necessary for security and incident investigation purposes.
Enquiry records may be retained for a limited period so we can manage follow-up and service improvements.

When personal data is no longer required, we will securely delete, anonymise, or destroy it in line with our retention practices.

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary and appropriate. This may include service providers that act as processors on our behalf. Processors only handle data according to our instructions and are required to protect it through appropriate contractual and technical safeguards.

Examples of processors may include:

Payment processing providers.
IT and cloud service providers.
Security and monitoring providers.
Professional advisers, such as accountants or legal advisers, where needed.
Maintenance and facility support providers.

We may also disclose personal data to public authorities, regulators, law enforcement bodies, insurers, or courts where we are legally required or permitted to do so.

Where a third party acts as an independent controller, it will be responsible for its own processing activities and privacy obligations.

7. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and regular review of our systems and processes.

No system can be guaranteed completely secure. However, we take reasonable and proportionate steps to reduce risks and protect the information entrusted to us.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in different circumstances and may be subject to legal limitations. Your rights include:

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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to request that we limit how we use your data.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the relevant data protection supervisory authority if you believe your data has not been handled lawfully. We encourage you to contact us first so we can try to resolve any issue promptly.

10. Children’s Data

Our services are generally intended for adults and business users. We do not knowingly collect personal data from children unless it is necessary and lawful to do so. If we become aware that we have collected children’s data without an appropriate basis, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational requirements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Commitment

Tottenhamhale Storage is committed to protecting personal data and using it responsibly. We collect only the information we need, rely on clear lawful bases, keep data only for as long as necessary, and use trusted processors where appropriate. We respect user rights and aim to be transparent in every stage of processing. Privacy, security, and accountability are central to how we operate.