Privacy Policy - Bigginhill Storage

This Privacy Policy explains how Bigginhill Storage collects, uses, stores, shares, and protects personal data in connection with our storage services. It applies to all Bigginhill Storage customers in the area, including prospective customers, current customers, former customers, visitors, and anyone who communicates with us in relation to our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Bigginhill Storage provides self-storage and related services to individuals and businesses. For the purposes of data protection law, Bigginhill Storage is the data controller of the personal information we collect and use for our own business operations. This means we determine the purposes and means of processing personal data in relation to our services.

2. Information we collect

We only collect personal data that is necessary for operating our services, meeting legal obligations, and protecting our legitimate interests. The categories of information we may collect include:

Identity information, such as your name, title, and date of birth where required
Contact details, such as address, email address, and telephone number
Account and contract information, including booking details, payment records, and service history
Identification and verification data, where needed to confirm identity or prevent fraud
Financial information, such as billing details, payment method information, and transaction history
Security and access information, such as CCTV images, access logs, and key or access credential records
Communications data, including emails, messages, complaints, and notes relating to your account
Website and technical information, if you interact with our online services, such as IP address and device data

We may also collect information you choose to provide voluntarily, for example when you make an enquiry, submit a request, or report an issue. We do not intentionally collect more personal data than is reasonably necessary for the relevant purpose.

3. How we use your data

We use personal data for the following purposes:

To register and manage customer accounts
To provide storage services and administer agreements
To process payments, invoices, refunds, and arrears
To verify identity and prevent fraud, misuse, or unauthorised access
To maintain site safety, security, and operational records
To respond to enquiries, complaints, and requests
To comply with legal and regulatory requirements
To establish, exercise, or defend legal claims
To improve our services, systems, and customer experience

We process personal data only where we have a lawful basis to do so.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for processing personal data. Depending on the context, Bigginhill Storage may rely on one or more of the following bases:

Contract

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

Legal obligation

We may process data to comply with legal obligations, such as accounting, taxation, fraud prevention, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include site security, CCTV monitoring, protecting property, preventing misuse, managing disputes, and improving service quality.

Consent

Where required by law, we will rely on your consent. If we ask for consent, you may withdraw it at any time. Withdrawal of consent will not affect any processing carried out before consent was withdrawn.

5. Sharing your data and processors

We do not sell personal data. However, we may share data with trusted third parties where necessary for the operation of our business. These third parties may act as processors or, in some cases, independent controllers.

Processors may include:

IT and cloud service providers that host our systems or secure our records
Payment service providers that process card or online payments
Accounting, invoicing, and bookkeeping providers
Security and monitoring providers, including CCTV-related services
Maintenance, cleaning, and operational support providers where access to data is required
Professional advisers such as lawyers, auditors, and insurers

Where a processor acts on our behalf, we require appropriate contractual safeguards to ensure personal data is processed only in accordance with our instructions and with suitable security measures in place. We may also disclose information if required by law, court order, or to protect the rights, property, or safety of Bigginhill Storage, our customers, or others.

6. International transfers

If any service provider stores or processes data outside the UK, we will ensure suitable safeguards are in place, such as adequacy regulations or approved contractual protections. These safeguards are intended to keep your data protected to a standard consistent with UK data protection law.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason for processing.

In general:

Customer account and contract records are kept for the duration of the relationship and for a reasonable period afterward
Financial and tax records are retained for the period required by law
Security logs and CCTV images are kept for limited periods unless needed for an investigation or legal claim
Enquiry and communication records are kept only as long as necessary to manage the query or related issue

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

8. Data security

We take appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, staff confidentiality obligations, secure storage, monitoring systems, and system protection tools. While no system can be guaranteed as completely secure, we work to maintain a high standard of protection.

9. Your rights

Under data protection law, you have several rights regarding your personal data. Subject to legal limits and exemptions, these rights 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 data in certain circumstances
Right to restriction – to ask us to limit how we use your data in certain situations
Right to data portability – to receive certain data in a structured, commonly used format
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 also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns promptly and fairly.

10. Marketing preferences

If we send marketing communications, we will do so in accordance with applicable law. You can opt out of marketing at any time. Where required, we will obtain your consent before sending electronic marketing messages. We will respect your preferences and update our records accordingly.

11. Children’s data

Our services are not intended for children as independent customers. We do not knowingly collect personal data from children unless it is provided in connection with a lawful customer relationship and only where appropriate safeguards are in place. If we become aware that we have collected data in error, we will take appropriate steps to delete or protect it.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updates will take effect when published or otherwise communicated where appropriate. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of our commitment

Bigginhill Storage is committed to processing personal data responsibly, lawfully, and transparently. We collect only what we need, use it for clear purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. We also recognise and respect your rights over your personal data and will handle requests with care and due diligence.