Privacy Policy - Dartmouthpark Storage

This Privacy Policy explains how Dartmouthpark Storage collects, uses, stores, shares, and protects personal data when we provide storage-related services to customers in our area. It applies to all Dartmouthpark Storage customers in area, including prospective customers, account holders, authorised users, and individuals whose information is supplied to us in connection with storage services, billing, access, security, or legal compliance.

We are committed to handling personal data in accordance with the UK GDPR and the Data Protection Act 2018. This policy is intended to be clear, transparent, and easy to understand. It describes what personal data we collect, the legal reasons we may process it, how long we keep it, who may process it on our behalf, and the rights available to individuals.

1. Personal Data We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal obligations. Depending on your relationship with us, we may collect the following categories of data:

Identity data such as your name, date of birth, and proof of identity information.
Contact data such as your postal address, email address, and telephone number.
Account and transaction data such as service records, payment status, invoices, and account history.
Access and security data such as gate access logs, alarm events, CCTV recordings, and visitor records where applicable.
Vehicle data where you provide registration details for access, delivery, or security purposes.
Communication data such as messages, complaints, enquiries, and feedback.
Technical data where our systems collect limited device or usage information needed to operate securely.
Legal and compliance data such as documents required for fraud prevention, dispute handling, or regulatory obligations.

We do not intentionally collect special category data unless it is provided to us for a specific reason and we have a lawful basis to do so. We ask that you only provide personal data that is necessary for your interaction with Dartmouthpark Storage.

2. How We Collect Personal Data

We may collect personal data directly from you when you complete forms, enter into a storage agreement, make payments, contact us, or use our services. We may also receive personal data from third parties where this is necessary and lawful, such as payment providers, identity verification services, insurers, legal representatives, or persons authorised to act on your behalf.

In some cases, we may collect information automatically through security systems, access systems, or CCTV for safety, crime prevention, property protection, and operational management. We only use such systems where appropriate and where permitted by law.

3. Lawful Basis for Processing

We will only process personal data when we have a lawful basis under data protection law. The lawful bases we rely on may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, including setting up your account, managing access to storage, handling payments, and providing customer support.

Legal Obligation

We may process personal data to comply with legal and regulatory obligations, such as tax recordkeeping, fraud prevention, health and safety requirements, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include protecting our premises, preventing misuse, managing disputes, improving services, and maintaining business records.

Consent

In limited circumstances, we may rely on your consent, for example where specific optional marketing or non-essential processing requires it. Where consent is used, you may withdraw it at any time.

We do not rely on a lawful basis unless it is appropriate for the relevant processing purpose. Where we use legitimate interests, we assess the impact on individuals and take steps to balance our interests with your privacy rights.

4. How We Use Personal Data

We use personal data for the following purposes:

To provide storage services and manage customer accounts.
To verify identity and prevent fraud or unauthorised access.
To process payments, issue invoices, and maintain financial records.
To contact customers about agreements, service updates, or account matters.
To monitor site safety and security, including protecting property and staff.
To handle complaints, disputes, claims, and enquiries.
To comply with legal duties, including recordkeeping and reporting obligations.
To improve our operations, systems, and customer experience.

We will only use your data for purposes that are compatible with the reasons it was collected or for which we have another lawful basis.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, where appropriate, as independent controllers. These parties are only allowed to process personal data under our instructions or where they have their own lawful reason to do so.

Examples of processors may include:

IT and hosting providers that store and maintain our systems securely.
Payment processors that handle card or electronic payments.
Security service providers that support alarm monitoring, access control, or CCTV administration.
Accounting and bookkeeping providers that help manage records and financial administration.
Customer service or communication providers that support messaging and record management.
Professional advisers such as lawyers, auditors, or insurers where needed for business protection or compliance.

We require all processors to protect personal data with appropriate technical and organisational measures. They must only use the data for the agreed purpose and must not keep it longer than necessary. Where a third party acts as an independent controller, its own privacy notice will apply.

6. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We only transfer data internationally where necessary and where it can be protected to a standard consistent with data protection law.

7. Data Retention

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

In general:

Account and contract records are retained for the duration of the relationship and for a reasonable period afterwards.
Financial records are retained in line with tax and accounting obligations.
Security records, including access logs and CCTV, are retained only for as long as needed for safety, investigation, or prevention purposes.
Correspondence and complaint records are kept for as long as necessary to resolve matters and maintain appropriate evidence.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We do not keep personal data indefinitely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, retention controls, and regular review of security practices. While no system can be completely secure, we take reasonable steps to reduce risk and protect the information we hold.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be limited in some situations, but we will always consider and respond to your request in accordance with the law.

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 some cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request that certain data be provided in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond within the time required by law. We may need to verify your identity before taking action. You will not usually have to pay a fee unless a request is manifestly unfounded or excessive.

10. Marketing Preferences

Where we send marketing communications and the law requires consent, we will only do so if you have agreed. You can opt out of marketing at any time. We will continue to send essential service or account communications where necessary, as these are not marketing messages.

11. Complaints and Further Information

If you have concerns about how we use personal data, you may raise them with us so we can review the matter. You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve your concerns promptly and fairly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

Summary statement: Dartmouthpark Storage processes personal data fairly, securely, and lawfully, using it only for legitimate storage-service purposes and in line with UK GDPR principles.