Privacy Policy - Feltham Storage

This Privacy Policy explains how Feltham Storage collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers. It applies to all Feltham Storage customers in the area, including individuals and businesses using storage services, making enquiries, or otherwise interacting with Feltham Storage in connection with storage arrangements. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

For the purposes of data protection law, Feltham Storage is the data controller in relation to personal data processed in connection with our services. This means we decide how and why personal data is used. We take our responsibilities seriously and aim to process all personal data fairly, lawfully, transparently, and securely.

2. Personal data we collect

We may collect and process different types of personal data depending on your relationship with us and the services you use. The categories of information may include:

Identity data such as your name, date of birth, and title.
Contact data such as billing address, correspondence address, email address, and telephone number.
Account and service data such as storage unit details, booking information, access records, payment status, and service preferences.
Financial data such as payment method details, transaction history, and invoicing records.
Verification data such as identity documents, proof of address, or anti-fraud checks where required.
Technical data such as IP address, device information, browser type, and usage data where relevant to digital systems we operate.
Communication data such as records of enquiries, complaints, notices, and other correspondence.

We generally do not seek to collect sensitive personal data unless it is necessary for a specific legal or operational purpose. Where such data is required, we will process it only in line with applicable law and with appropriate safeguards.

3. How we collect personal data

We may collect personal data directly from you when you:

make an enquiry or request a quote;
enter into a storage agreement;
complete forms or provide documents;
make payments or manage your account;
communicate with us by phone, email, or in writing;
use access-controlled systems or digital services;
participate in dispute resolution or complaint handling.

We may also receive data from third parties such as payment providers, identity verification services, insurers, legal representatives, and public sources where necessary and lawful. We only collect what is relevant and necessary for legitimate business and legal purposes.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for each type of personal data processing. Feltham Storage relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as setting up your storage agreement, managing your account, processing payments, and providing services you have requested.

Legal obligation

We process personal data where we must comply with legal duties, including tax requirements, accounting obligations, regulatory requirements, fraud prevention, and record-keeping duties.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and freedoms. This may include service administration, security monitoring, debt recovery, business planning, internal record management, and the prevention of misuse.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for a specific optional purpose. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Why we use personal data

We may use personal data for the following purposes:

to manage enquiries and provide quotations;
to create and administer customer accounts;
to provide storage services and maintain access arrangements;
to process payments, refunds, and invoices;
to verify identity and prevent fraud;
to comply with legal and regulatory obligations;
to respond to complaints, disputes, and legal claims;
to improve service quality, security, and operational efficiency;
to send administrative notices relevant to your storage agreement.

We do not sell personal data. Any use of personal data is limited to the purposes described in this policy or otherwise permitted by law.

6. Sharing personal data and processors

Feltham Storage may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. Processors process personal data on our behalf and only under our instructions. We require all processors to use appropriate security measures and to process data only for agreed purposes.

Examples of processors may include:

IT and cloud service providers who store or support our systems;
payment processing providers who handle transactions;
accounting and invoicing providers who assist with financial administration;
identity verification or fraud prevention services where checks are necessary;
security providers where access control or monitoring systems are used;
professional advisers such as lawyers, auditors, or insurers;
debt recovery or dispute resolution services where required to protect our rights.

We may also disclose personal data where required by law, court order, or a lawful request from a public authority. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent protective measures recognised by law.

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 any legal, accounting, or reporting requirements. Retention periods depend on the nature of the information and the reason for processing.

In general:

Customer and contract records may be kept for the duration of the storage relationship and for a period after it ends to deal with claims, disputes, or administration.
Financial and accounting records are usually retained for the period required by tax and accounting law.
Communication and complaint records may be retained for a reasonable period to evidence decisions and resolve disputes.
Security and access records are retained only as long as necessary for safety, investigation, or operational purposes.

When personal data is no longer required, we will delete it, anonymise it, or securely archive it in line with our retention procedures. Retention is reviewed regularly to ensure data is not kept longer than necessary.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exceptions, but we will always consider your request carefully.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - in some cases, you can ask us to delete your personal data.
Right to restrict processing - you can ask us to limit how we use your data in certain circumstances.
Right to data portability - you may request a transferable copy of certain data in a structured format.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time.

Where we receive a valid request, we will respond within the time limits required by law. We may need to verify your identity before acting on your request. If you believe your rights have been infringed, you also have the right to lodge a complaint with the UK Information Commissioner's Office.

9. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, staff training, secure storage, encryption, and regular review of security procedures. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks associated with our processing.

10. Children

Feltham Storage services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary and lawful in connection with a customer relationship or legal obligation. If we become aware that personal data has been collected inappropriately, we will take steps to delete or correct it as required.

11. 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 protection practices. Any changes will take effect when the updated policy is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of our approach

In summary, Feltham Storage collects only the personal data needed to provide storage services, manage customer relationships, meet legal obligations, and protect legitimate business interests. We use lawful bases recognised under UK GDPR, retain data only for appropriate periods, and share it only with trusted processors or where required by law. All Feltham Storage customers in the area are covered by this policy. We are committed to respecting privacy, protecting personal information, and ensuring that individuals can exercise their data protection rights with confidence.