Privacy Policy - Finchley Storage

Finchley Storage is committed to protecting the privacy and personal data of all customers in the Finchley area and anyone using our storage services. This Privacy Policy explains how we collect, use, share, store, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Finchley Storage customers in area, including prospective customers, current customers, former customers, and any individual who communicates with us about our services.

1. Who We Are

For the purposes of data protection law, Finchley Storage acts as the data controller for personal data collected in connection with our storage services, account administration, and related customer communications. This means we decide how and why personal data is used. We take our responsibilities seriously and aim to process personal data fairly, lawfully, and transparently.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing our services, managing customer relationships, meeting legal obligations, and improving our operations. The types of information we may collect include:

Identity data such as name, date of birth, and identification details where required for verification.
Contact data such as billing address, correspondence address, email address, and telephone number.
Account and contract data such as storage unit details, booking records, rental terms, payment status, and service history.
Financial data such as payment card details or bank account information, where needed to process payments.
Security and access data such as entry logs, CCTV images, alarm records, and site access records where these systems are used.
Communication data such as enquiries, complaints, feedback, and records of any other correspondence with us.
Technical data such as IP address, browser type, and device information if you interact with our online systems.

We do not intentionally collect special category data unless it is strictly necessary and lawful to do so. If such data is ever provided to us, we will handle it with extra care and only process it where a lawful basis applies.

3. How We Use Personal Data

We use personal data for the following purposes:

to register customers and manage storage agreements;
to verify identity and prevent fraud;
to take payments, issue invoices, and manage account balances;
to communicate about bookings, renewals, notices, and service updates;
to provide customer support and respond to queries;
to operate and secure our premises, including managing access and safety systems;
to comply with legal, regulatory, and tax obligations;
to manage disputes, claims, and debt recovery;
to improve our services, operations, and internal records.

We only use data in ways that are compatible with the purposes for which it was collected, unless we have a valid legal reason to use it differently.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis before processing personal data. Finchley Storage relies on one or more of the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes setting up your account, managing storage services, handling payments, and communicating about your rental.

Legal Obligation

We process data where needed to comply with the law, including accounting requirements, tax obligations, fraud prevention, and responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests where these interests are not overridden by your rights and freedoms. This includes maintaining site security, preventing misuse of our services, managing business records, and improving service quality. When relying on this basis, we carry out a balancing assessment to ensure fairness.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications. Where consent is used, you have the right to withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to run our business effectively and lawfully. These parties act as processors or independent controllers depending on the service they provide.

Processors may include:

IT and cloud service providers that host or maintain our records and systems;
payment processors that handle card or bank transactions;
accounting and payroll providers that support financial administration;
security providers that maintain alarm, access, or CCTV systems;
professional advisers such as lawyers, insurers, auditors, or consultants;
debt recovery or collection services where accounts remain unpaid;
delivery or removal partners where needed to support requested services.

We require processors to protect personal data, use it only on our instructions, and implement appropriate security measures. We do not sell personal data.

We may also disclose data if required by law, court order, or regulatory obligation, or if necessary to protect the rights, property, or safety of Finchley Storage, our customers, staff, or the public.

6. Data Retention

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

In general:

customer account and contract records are kept for the duration of the relationship and for a reasonable period afterwards;
financial and transaction records are retained for the period required by tax and accounting law;
security records such as access logs or CCTV are retained for a limited period unless required longer for incident investigation or legal claims;
correspondence and complaints may be kept as long as needed to resolve issues and maintain records;
records connected with disputes, claims, or litigation may be kept until the matter is fully resolved and any relevant limitation period has expired.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, encryption, restricted permissions, secure storage, and staff training. While no system can be completely secure, we work to maintain a level of protection that is appropriate to the risk.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exceptions:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format and, where feasible, have it transferred to another controller.
Right to object – to object to processing based on legitimate interests or direct marketing.
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 UK Information Commissioner’s Office if you believe your data rights have been violated. We encourage you to raise concerns with us first so we can try to resolve them promptly and fairly.

9. International Transfers

If any of our processors or service providers store or access data outside the UK, we ensure that appropriate safeguards are in place so that your personal data remains protected to a standard required by law. These safeguards may include adequacy regulations, approved contractual terms, or other lawful transfer mechanisms.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with lawful account administration or where a parent or guardian is acting on their behalf. If we become aware that personal data has been collected improperly from a child, we will take steps to delete it where appropriate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically to stay informed about how their data is handled.

12. Summary of Our Commitment

Finchley Storage is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, keep it only as long as necessary, and share it only with trusted processors or where the law requires. All Finchley Storage customers in area can expect their personal data to be handled with care, respect, and accountability.