Privacy Policy - Swisscottage Storage

This Privacy Policy explains how Swisscottage Storage collects, uses, stores, shares, and protects personal data relating to its customers. It applies to all Swisscottage Storage customers in the area, including individuals and business customers who use our storage services, make enquiries, receive quotes, sign agreements, or otherwise interact with us in connection with storage provision. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Swisscottage Storage provides storage-related services and associated customer support. For the purposes of data protection law, Swisscottage Storage acts as the data controller for personal data we collect and process in connection with our services. This means we determine the purposes and means of processing personal data about our customers, prospects, contractors, and other individuals whose information we handle.

2. Personal Data We Collect

We collect only the personal data that is necessary for running our services, fulfilling our contractual commitments, meeting legal obligations, and protecting our legitimate interests. The information we may collect includes the following:

Identity details: name, title, and, where applicable, business or organisation name.
Contact details: address, email address, and telephone number.
Contract and account information: storage unit details, booking history, service preferences, payment status, and agreement records.
Payment and transaction data: billing records, invoices, payment confirmations, and limited payment-related information necessary to process transactions.
Access and security information: records linked to site entry, identity verification, CCTV footage where applicable, and incident reports.
Communication records: correspondence, enquiries, complaints, and customer service notes.
Technical and usage data: basic device, browser, or access log information if you use our digital systems or online services.
Special category data: we do not normally seek to collect special category personal data. If such data is provided to us by mistake, it will only be processed where a lawful basis exists and where necessary for a specific purpose.

We generally collect personal data directly from you, for example when you request a quote, complete a booking, sign a contract, make a payment, contact customer support, or visit our premises. In some cases, we may also receive data from third parties such as payment providers, business partners, identity verification services, or legal and regulatory bodies.

3. How We Use Personal Data

We process personal data for the following purposes:

to provide storage services and manage customer accounts;
to enter into and perform contracts;
to take payments, issue invoices, and manage billing;
to communicate with customers and handle enquiries or complaints;
to maintain safety and security at our sites;
to prevent fraud, misuse, or unauthorised access;
to comply with legal, tax, accounting, and regulatory obligations;
to manage our business operations, including administration and record-keeping;
to establish, exercise, or defend legal claims;
to improve our services and customer experience.

We only use personal data for the purpose for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Swisscottage 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. This includes setting up storage services, managing your booking, processing payments, and providing related support.

Legal Obligation

We process certain information where needed to comply with legal obligations, including tax, accounting, security, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests may include site security, business administration, fraud prevention, service improvement, and the defence of legal claims.

Consent

In limited situations, we may rely on consent, for example where it is required for a specific optional activity. Where we rely on consent, you have the right to withdraw it at any time.

We do not use personal data for unrelated purposes without a lawful basis and appropriate safeguards.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary for the purposes set out in this Policy. These third parties may act as processors or independent controllers, depending on the service they provide.

Examples of processors may include:

IT and cloud storage providers;
customer management and record-keeping systems;
payment processing providers;
security and surveillance service providers;
professional advisers acting on our behalf;
communications and administrative support providers.

Where a third party acts as a processor, they are only permitted to process personal data on our instructions and must protect it appropriately. We require processors to implement suitable technical and organisational security measures and to handle data in compliance with data protection law.

We may also disclose personal data where required by law, regulation, court order, or lawful request from a public authority. In the event of a business restructuring, sale, or transfer, personal data may be disclosed to relevant parties subject to legal safeguards.

6. Retention of Personal Data

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

Customer account and contract records: kept for the duration of the relationship and for a reasonable period afterwards.
Payment and financial records: retained for the period required by tax and accounting laws.
Security and access records: retained only as long as necessary for safety, incident handling, and prevention of misuse.
Correspondence and complaints: retained for the time needed to manage the matter and for record-keeping purposes.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal data indefinitely.

7. Security Measures

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

8. Your Rights

As a data subject, you have rights in relation to your personal data. Subject to legal conditions and exemptions, these rights may include:

Right of access: to request confirmation of whether we process your personal data and to obtain a copy of it.
Right to rectification: to have inaccurate or incomplete data corrected.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request limited use of your data in certain cases.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent: where processing is based on consent.

If you exercise any of these rights, we may need to verify your identity before responding. Some requests may not be fully granted where we are legally entitled or required to continue processing the information.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information.

10. Children’s Data

Our storage services are intended for adults and businesses. We do not knowingly collect personal data from children in connection with our services. If we become aware that we have collected such data without proper authority, we will take appropriate steps to delete it or otherwise handle it lawfully.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. Any revised version will apply from the date it takes effect. We encourage customers to review this Policy periodically so they remain informed about how their personal data is handled.

12. Summary of Key Principles

In summary, Swisscottage Storage is committed to processing personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear and legitimate purposes, share it with processors only when necessary, and retain it for no longer than required. We also respect your rights and aim to ensure that all Swisscottage Storage customers in the area can rely on responsible and secure handling of their personal information.