Privacy Policy - Oldmalden Storage

This Privacy Policy explains how Oldmalden Storage collects, uses, stores, shares, and protects personal data relating to its customers. It applies to all Oldmalden Storage customers in the area, including prospective customers, current customers, former customers, visitors, and individuals who interact with us in connection with storage services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Oldmalden Storage provides storage-related services to individuals and businesses. For the purposes of data protection law, Oldmalden Storage acts as the data controller for personal information that we collect and determine how to use. This means we decide why and how your personal data is processed when you use our services, make an enquiry, enter into a storage agreement, or otherwise interact with us.

2. Personal Data We Collect

We collect only the data that is necessary for legitimate storage, administrative, legal, and operational purposes. The categories of information we may collect include:

Identity details such as your name, date of birth, and account reference.
Contact details including postal address, email address, and telephone number.
Verification information such as identity documents, proof of address, and related checks where needed.
Contract information including storage unit details, access arrangements, rental dates, billing records, and service preferences.
Payment information such as payment method, transaction history, and invoice records.
Communication records including emails, written correspondence, complaint records, and notes of telephone conversations.
Security information such as CCTV footage, access logs, alarm records, and visitor details, where applicable.
Technical information such as device or browser data collected when using digital systems, if relevant to our operations.

In some cases, we may also collect limited information about third parties where it is necessary for storage access, payment processing, or legal compliance, for example an emergency contact or an authorised representative. We expect customers to ensure that any such third party is aware of the disclosure.

3. How We Use Your Data

We use personal data for the following purposes:

To provide and manage storage services.
To set up and administer customer accounts.
To verify identity and prevent fraud.
To process payments, issue invoices, and manage overdue balances.
To communicate with customers about contracts, service updates, reminders, and account administration.
To maintain security of premises, units, systems, and staff.
To handle complaints, disputes, and claims.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services and manage internal records efficiently.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful Basis for Processing

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

Contract – where processing is necessary to enter into or perform a storage agreement with you.
Legal obligation – where we must process data to meet legal, tax, accounting, fraud prevention, or compliance requirements.
Legitimate interests – where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include maintaining security, improving services, managing accounts, and defending legal claims.
Consent – where we ask for your clear permission to process certain information, such as for specific optional communications or uses not covered by another lawful basis.

Where we rely on legitimate interests, we consider whether the processing is necessary and whether your privacy rights take precedence. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We do not sell personal data. However, we may share information where necessary and lawful with trusted third parties who assist us in operating our services. These third parties act as processors when they process personal data on our behalf and under our instructions. Examples may include:

Payment service providers who handle card or electronic payment transactions.
IT and cloud service providers who host systems, store records, or provide technical support.
Security service providers who support CCTV, alarms, access control, or monitoring systems.
Professional advisers such as accountants, auditors, insurers, or legal advisers.
Maintenance and facilities contractors where access to limited personal data is required to deliver services.
Government bodies, regulators, courts, or law enforcement where disclosure is required by law or necessary to protect rights, safety, or property.

Where processors are engaged, we take appropriate steps to ensure they are bound by contractual obligations to process data securely, only on our instructions, and in compliance with applicable data protection law.

6. International Transfers

Where any service provider stores or processes personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place so that your information continues to receive a level of protection that is consistent with UK data protection requirements. These safeguards may include standard contractual protections or other lawful transfer mechanisms.

7. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, reporting, or dispute-resolution requirements. Retention periods may vary depending on the type of information and the purpose for which it is held.

Customer account and contract records are generally retained for the duration of the contractual relationship and for a reasonable period afterwards.
Payment and accounting records are kept for the period required by tax and accounting laws.
Security records such as CCTV footage are retained only for as long as needed for security and incident review purposes, unless a longer period is required for investigation or legal reasons.
Correspondence and complaint records are retained as long as necessary to resolve the issue and defend or establish legal claims.

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

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure record storage, system monitoring, and controlled processor arrangements. While no system can be guaranteed to be entirely secure, we work to safeguard data in line with the level of risk involved.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions or exemptions. They include:

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 personal data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain information in a structured, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted due to complexity or volume.

10. Automated Decision-Making

Oldmalden Storage does not rely on solely automated decision-making that produces legal or similarly significant effects about customers without human involvement, unless we expressly inform you otherwise and the law permits it. If any such processing were introduced, we would provide appropriate information about it and the safeguards available.

11. Children’s Data

Our services are intended for adults and business users. We do not knowingly collect personal data from children unless it is necessary and lawful in the context of a customer relationship, such as where a minor’s details are incidentally included in emergency or authorised contact information. In such cases, we will process the information only as required and with appropriate safeguards.

12. Complaints and Further Rights

If you have concerns about how we handle your personal data, you may raise them with us so that we can address the matter. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so that we have the opportunity to review and resolve the issue promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, operational practice, or the services we provide. Any revised 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 handled.

Summary of Our Commitment

Oldmalden Storage respects privacy and processes personal data responsibly, lawfully, and securely. We collect only what is needed, use it for clear purposes, retain it for appropriate periods, share it only with trusted processors or where required by law, and support your data protection rights. This policy applies to all Oldmalden Storage customers in the area.