Privacy Policy - Bayswater Storage

Effective Date: This Privacy Policy applies to all Bayswater Storage customers in area.

Bayswater Storage is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information relating to customers, prospective customers, visitors, and other individuals who interact with our services. It is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Bayswater Storage provides storage-related services to customers in area. For the purposes of data protection law, Bayswater Storage acts as the data controller in relation to the personal data described in this policy. This means we determine why and how your personal information is processed.

This policy applies to all Bayswater Storage customers in area, including individuals who enquire about, book, access, or use our storage services.

2. Personal Data We Collect

We collect only the information that is necessary for legitimate business purposes, service delivery, legal compliance, and the protection of our customers and premises. The types of personal data we may collect include:

Identity data such as your name, date of birth, and identification details where required for verification.
Contact data such as address, email address, and telephone number.
Contract and account data such as booking details, payment status, storage unit allocation, and service history.
Financial data such as billing information, payment records, and limited transaction details necessary to process payments.
Security data such as CCTV images, access logs, alarm records, and incident reports where applicable.
Communication data such as messages, enquiries, complaints, and correspondence.
Technical data such as device information or online usage data if you interact with our digital systems.

We do not intentionally collect special category data unless it is strictly necessary and permitted by law. If such information is ever provided to us, we will handle it with appropriate safeguards and only process it where a valid legal basis exists.

3. How We Collect Your Data

We may collect personal data directly from you when you:

make an enquiry or request a quotation;
enter into a storage agreement;
complete forms or provide documents;
make payments or update account details;
contact us by phone, email, or other communication channels;
visit our premises where access control or CCTV is in use.

We may also receive personal data from third parties where necessary, such as payment providers, identity verification services, insurers, legal advisers, or public authorities. When we receive data from third parties, we will only use it in accordance with this policy and applicable law.

4. How We Use Your Data

We use your personal data for the following purposes:

to provide and manage storage services;
to verify your identity and prevent fraud;
to process bookings, payments, and refunds where applicable;
to communicate with you about your account or our services;
to maintain security of our premises, staff, customers, and property;
to comply with legal and regulatory obligations;
to enforce our terms and conditions and manage disputes;
to improve service quality, operational efficiency, and customer experience;
to keep appropriate business and accounting records.

We will only use your information where a lawful basis applies under data protection law.

5. Lawful Basis for Processing

Under the UK GDPR, Bayswater Storage must have a lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following:

Performance of a Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes setting up your storage account, administering access to your unit, handling billing, and delivering the services you request.

Legal Obligation

We may process your information to comply with legal requirements, such as accounting, tax, fraud prevention, safety obligations, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include protecting our premises, preventing misuse of services, maintaining records, improving operations, and managing customer support. Where required, we will carry out a balancing assessment.

Consent

In limited cases, we may ask for your consent, for example for certain optional communications or where specific processing requires permission. When consent is used, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

6. Sharing and Processors

We may share your personal data with trusted third parties who act as processors or, in some cases, as independent controllers. These parties only receive the data necessary to perform their functions and must protect it in accordance with data protection law.

Examples of processors and service providers may include:

payment processing providers;
IT and cloud storage providers;
security and CCTV system providers;
customer relationship and administration platforms;
document storage or archiving providers;
professional advisers such as accountants, auditors, or legal representatives.

We may also disclose personal data where required by law, to prevent crime or fraud, to protect our rights, or to respond to legal claims and regulatory requests. We do not sell your personal data.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. The retention period depends on the type of information and the reason for processing.

Customer account and contract data is generally retained for the duration of the relationship and for a period afterwards to manage claims, disputes, and legal obligations.
Financial and accounting records are retained for the time required under tax and accounting laws.
Security records, including CCTV footage and access logs, are kept only for a limited period unless required for an investigation or legal purpose.
Enquiry and communication records are retained for as long as needed to respond to you and maintain a record of our interactions.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access restrictions, encryption, secure storage, staff training, and monitoring of systems. While we take data security seriously, no method of transmission or storage is completely risk-free.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to exemptions or limitations, but we will always assess your request carefully and respond in line with legal requirements.

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 information.
Right to erasure - you can request deletion of your data in certain circumstances.
Right to restriction - you can ask us to limit how we use your data in certain situations.
Right to data portability - you may request that certain information be provided to you or another organisation 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.

If you believe your data rights have been infringed, you also have the right to lodge a complaint with the relevant data protection authority.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it, such as an adequacy decision or approved contractual protections. We will only make such transfers where necessary and lawful.

11. Children

Our services are intended for adults and business or residential customers who are able to enter into storage agreements. We do not knowingly collect personal data from children. If we become aware that we have received such data without appropriate authorisation, we will take steps to delete it where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updates will apply from the date they are published or communicated. We encourage customers to review this policy periodically to stay informed.

13. Summary of Our Commitment

Bayswater Storage is committed to lawful, fair, and transparent processing of personal data. We collect only what we need, use it for clear and legitimate purposes, retain it for no longer than necessary, and protect it with appropriate security measures. We also respect your rights and aim to ensure that all Bayswater Storage customers in area can trust us to handle their information responsibly.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.