Privacy Policy - Hackneywick Storage

Hackneywick Storage is committed to protecting the privacy and personal data of all customers. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our storage services. It applies to all Hackneywick Storage customers in area, including individuals, business customers, account holders, authorised users, and anyone who interacts with us in connection with our services.

1. Who We Are

For the purposes of data protection law, Hackneywick Storage acts as a data controller in relation to the personal data we collect and process for our own business and operational purposes. This means we determine the purposes and means of processing personal data in line with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018 where relevant.

2. Personal Data We Collect

We may collect and process various categories of personal data depending on your relationship with us and the services you use.

Information you provide directly

Identity details such as your name, date of birth, and identification information.
Contact details such as postal address, email address, and telephone number.
Account and contract details such as rental preferences, service selections, payment arrangements, and communications with us.
Access and security information such as entry records, access credentials, and authorisation details.
Payment information such as billing address and transaction records. We do not store full card details where payment processing is handled by a secure third-party provider.
Correspondence such as enquiries, complaints, support requests, and any information contained in messages sent to us.

Information we collect automatically

Operational records related to site access, unit use, security logs, and service activity.
Technical data such as device type, browser information, and system logs if you interact with our digital systems.
Security and incident records such as CCTV footage where applicable, alarms, and incident reports for safety, loss prevention, and site management.

Information from third parties

We may receive personal data from third parties where necessary to provide our services, verify identity, carry out payment processing, enforce contracts, prevent fraud, or meet legal obligations. This may include credit reference agencies, payment providers, insurers, legal advisers, and service partners.

3. 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 maintain site security;
to process payments and manage billing;
to communicate service updates, notices, and administrative information;
to respond to queries and complaints;
to monitor, prevent, and investigate fraud, theft, misuse, or unlawful activity;
to enforce our terms, contracts, and site rules;
to maintain accurate business records;
to comply with legal, regulatory, tax, and accounting requirements;
to improve our services, facilities, and security measures;
to manage risk, insurance claims, and dispute resolution.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis to do so. Depending on the context, we may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes setting up your account, providing storage services, collecting payments, and managing access to your unit or site.

Legal obligation

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

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include protecting our property, ensuring site security, preventing misuse, improving service delivery, managing business operations, and defending legal claims.

Consent

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

Vital interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties that support our operations. These parties act as processors or, in some cases, as separate controllers. We only share data where necessary and under appropriate contractual and security safeguards.

Types of processors we may use

IT and cloud service providers that host, maintain, or support our systems and data storage infrastructure;
payment processors that securely handle billing and transaction services;
security providers supporting CCTV systems, alarm monitoring, access control, and site protection;
professional advisers such as accountants, auditors, insurers, and legal advisers;
maintenance and facilities contractors where access or operational support is required;
communication and administrative service providers that help manage customer records and notifications;
debt recovery or enforcement agencies where necessary to recover unpaid amounts or enforce agreements.

We may also disclose personal data to government bodies, regulators, law enforcement agencies, or courts where required or permitted by law.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, contractual, accounting, or reporting obligations.

Retention periods are determined by the type of information, the nature of the service relationship, legal requirements, limitation periods, and operational needs. For example:

Account and contract records may be kept for the duration of the service relationship and for a period afterwards to manage disputes, claims, and compliance requirements;
Payment and accounting records are retained in line with statutory tax and accounting obligations;
Security records such as access logs or CCTV footage are kept only for as long as needed for security, incident handling, or investigation purposes;
Correspondence may be retained for a reasonable period to maintain service history and resolve issues.

When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, monitoring, and supplier due diligence. While we take security seriously, no system can be guaranteed to be completely secure.

8. Your Rights

Under data protection law, you may have certain rights in relation to your personal data. These rights may be subject to legal restrictions and exemptions.

Rights you may exercise

Right of access – to request confirmation of whether we process your personal data and to obtain a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your personal data in certain circumstances.
Right to restriction – 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 for direct marketing, where applicable.
Right to data portability – to receive certain information in a structured, commonly used, machine-readable format and to ask for it to be transferred where technically feasible.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns about how we handle your data. If you believe we have not processed your personal data lawfully, you may have the right to lodge a complaint with the relevant data protection authority.

9. International Transfers

If personal data is transferred outside the UK or the European Economic Area, we will take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your data.

10. Children’s Data

Our services are generally intended for adults and business customers. We do not knowingly collect personal data from children except where necessary in connection with a customer relationship and with proper authorisation. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it or secure proper legal basis.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, our data practices, or operational needs. Any updated version will apply from the date it takes effect. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Our Commitment

Hackneywick Storage uses personal data fairly, lawfully, and transparently. We collect only what we need, use it for legitimate business and legal purposes, and keep it secure for as long as necessary. We also respect your rights and aim to handle all personal data in a responsible and privacy-conscious manner.

This Privacy Policy applies to all Hackneywick Storage customers in area.