Privacy Policy - Emersonpark Storage

Emersonpark Storage is committed to protecting the privacy and personal data of its customers, visitors, and anyone who interacts with our services. This Privacy Policy explains how we collect, use, disclose, store, and protect personal data in connection with our storage services. It applies to all Emersonpark Storage customers in the area and should be read carefully to understand your rights and our obligations under the UK GDPR and the Data Protection Act 2018.

1. Information We Collect

We collect only the personal data that is necessary to provide our services, manage our business, and meet our legal obligations. The types of information we may collect include:

Identity information such as name, date of birth, and proof of identity where required for verification.
Contact information such as postal address, email address, and telephone number.
Account and service information including booking details, unit numbers, payment history, invoices, access arrangements, and service preferences.
Financial information such as payment card details or bank account information processed through secure payment providers.
Security information including CCTV footage, access logs, visitor records, and alarm or incident reports where applicable.
Communications including correspondence, complaints, inquiries, and records of any requests you submit to us.
Technical information such as device, browser, or IP-related data if you interact with digital systems used by our business.

We do not intentionally collect special category data unless it is necessary and permitted by law. If such data is ever provided to us, we will handle it with heightened care and only where a lawful basis exists.

2. How We Use Personal Data

We use personal data for the following purposes:

To set up and manage customer accounts and storage agreements.
To provide access to storage units and related services.
To process payments, fees, deposits, refunds, and arrears management.
To communicate with customers about bookings, invoices, policy updates, or operational matters.
To maintain site security, protect property, and prevent fraud or misuse.
To comply with legal, regulatory, and tax obligations.
To handle customer service requests, complaints, and disputes.
To analyse service performance and improve operations.

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

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as managing your storage agreement, billing, and service delivery.

Legal Obligation

We may process personal data to comply with legal requirements, including accounting, tax, safeguarding, fraud prevention, and responding to lawful requests from authorities.

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. This includes maintaining security, preventing misuse, protecting our premises, improving services, and managing business records.

Consent

In limited situations, we may rely on your consent, for example for optional marketing communications or specific types of processing where consent is the most appropriate basis. Where we rely on consent, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business. These parties act as processors or independent controllers, depending on the circumstances.

Payment processors that handle secure transactions, billing, and refunds.
IT and system providers that support email, data storage, customer records, and security systems.
Security service providers that assist with monitoring, alarms, or CCTV-related services.
Professional advisers such as accountants, auditors, insurers, lawyers, or consultants.
Public authorities where disclosure is required by law or necessary to protect legal rights, safety, or security.

Where a third party processes personal data on our behalf, we require them to act only on our instructions, apply appropriate security measures, and comply with data protection law. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, accounting, and operational requirements. Retention periods may vary depending on the type of data and the reason it was collected.

Customer and contract records are generally retained for the duration of the agreement and for a reasonable period afterwards to manage claims, disputes, and legal obligations.
Financial and tax records are retained for the periods required by law.
Security records such as CCTV or access logs are retained for a limited period unless needed for investigation, insurance, or legal proceedings.
Correspondence and complaints may be kept long enough to address the matter and maintain proper business records.

When personal data is no longer required, it will be securely deleted, anonymised, or destroyed.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, system monitoring, and restricted permissions. While we work hard to safeguard data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights

As a data subject, you have important rights under data protection law. Subject to certain conditions and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete personal data.
Erase your personal data in limited circumstances.
Restrict how we process your personal data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where processing relies on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been breached. We encourage you to raise concerns with us first so that we can address them promptly and fairly.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in line with applicable data protection laws. These safeguards may include adequacy regulations or approved contractual protections.

9. Children’s Data

Our storage services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a lawful service arrangement and supported by appropriate legal authority.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Emersonpark Storage values transparency, accountability, and respect for privacy. We collect only the data needed to provide secure and reliable storage services, use it for clear and lawful purposes, share it only where necessary, retain it for appropriate periods, and protect the rights of every customer. We are committed to processing personal data fairly, lawfully, and securely for all Emersonpark Storage customers in the area.

Key Principles

Lawfulness, fairness, and transparency in every stage of processing.
Purpose limitation so data is used only for stated and legitimate reasons.
Data minimisation to ensure we collect only what is necessary.
Accuracy and storage limitation to keep records relevant and up to date.
Integrity and confidentiality through appropriate safeguards.

By using our storage services, you acknowledge that you have read and understood this Privacy Policy.