Privacy Policy - Queenspark Storage

This Privacy Policy explains how Queenspark Storage collects, uses, stores, and shares personal data relating to our customers and prospective customers. It applies to all Queenspark Storage customers in the area, including individuals, business customers, and anyone who communicates with us in connection with storage services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Queenspark Storage provides storage-related services and associated administration. For the purposes of data protection law, Queenspark Storage acts as the data controller for personal data we collect and use for our own business purposes. This means we decide why and how your personal data is processed, subject to applicable law.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. The information we collect may include:

Identity details such as your name, title, and date of birth where needed for verification.
Contact details such as address, email address, and telephone number.
Account and contract information such as booking details, storage unit references, payment status, and service history.
Payment information such as billing details and transaction records. We do not usually store full card details unless required by the payment provider.
Identification and verification information where needed to meet legal, security, or fraud-prevention obligations.
Communications including enquiries, complaints, feedback, and any records of correspondence.
Technical data such as device identifiers, access logs, and limited online usage data if you interact with our digital systems.
Security-related data such as CCTV images, access records, or incident reports where lawful and necessary for security purposes.

We do not intentionally collect special category data unless you provide it to us voluntarily and it is necessary for a specific lawful purpose. Please do not send sensitive information unless it is relevant and appropriate.

3. How We Use Your Data

We use personal data for the following purposes:

To provide and manage storage services.
To verify identity and prevent fraud.
To process payments, invoices, and account administration.
To communicate with you about your storage arrangement.
To maintain security, monitor site access, and protect property.
To handle complaints, disputes, and service enquiries.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, systems, and customer experience.

We will not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Queenspark Storage processes personal data only where we have a valid lawful basis under GDPR. Depending on the context, we may rely on one or more of the following:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes setting up an account, providing storage services, taking payments, and managing your access to the service.

Legal Obligation

We may process data where required to comply with law, including tax, accounting, fraud prevention, insurance, and recordkeeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and interests do not override those interests. Examples include improving our services, protecting our premises, ensuring operational security, preventing misuse, and managing customer communications. Where we rely on legitimate interests, we assess the impact on your privacy and take appropriate safeguards.

Consent

In some situations, we may ask for your consent, for example for certain optional communications or where the law requires it. If we rely on consent, you may withdraw it at any time.

Vital Interests

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

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties may act as processors or, in some cases, independent controllers.

Examples of processors and service providers may include:

Payment processing providers.
IT and cloud storage providers.
Security and CCTV service providers.
Customer relationship, booking, or administration system providers.
Professional advisers such as accountants, auditors, or lawyers.
Maintenance, repair, or facilities support providers where necessary.

Where a third party acts as a processor, it processes personal data only on our instructions and is required to protect it appropriately. We take reasonable steps to ensure any processor has suitable contractual, technical, and organisational safeguards in place. We may also disclose data to authorities, regulators, insurers, or law enforcement where required or permitted by law.

6. International Transfers

If any of our service providers process personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information.

7. Data Retention

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

Contract and account records are typically retained for the duration of the customer relationship and for a further period after it ends.
Payment and accounting records are retained for the periods required by tax and financial laws.
Security records such as CCTV footage may be retained for a shorter period unless needed for an investigation, claim, or legal requirement.
Enquiry and correspondence records may be retained for as long as needed to manage the issue and for a reasonable period thereafter.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.

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 legal limits and exceptions.

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to ask us to limit how we use 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.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are concerned about how your data is handled. We encourage you to raise any concerns with us first so we can try to resolve the matter promptly.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, or alteration. These measures may include access controls, staff training, secure systems, and restricted data handling procedures. While no system is completely secure, we work to protect your information to a level appropriate to the risks involved.

10. Children

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a customer relationship and lawfully provided by a parent, guardian, or authorised adult.

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 updated version will apply from the date it is made available. We encourage you to review this policy periodically so that you remain informed about how we handle your personal data.

12. Summary of Our Commitment

Queenspark Storage is committed to respecting your privacy and handling your personal data responsibly. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it carefully with trusted processors and other lawful recipients. Your privacy matters to us, and we aim to be transparent about the way we process your information.