Privacy Policy - Dulwich Storage

This Privacy Policy applies to all Dulwich Storage customers in the area and explains how we collect, use, store, share, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Introduction

Dulwich Storage is committed to protecting the privacy and security of personal data. This policy explains what information we collect, why we collect it, the legal grounds on which we process it, how long we keep it, who may process it on our behalf, and the rights available to individuals under data protection law.

We aim to process personal data fairly, lawfully, and transparently. We only collect information that is relevant and necessary for the provision and management of storage services, account administration, safety, compliance, and related business purposes.

2. Data We Collect

We may collect and process the following categories of personal data:

Identity details such as name, date of birth, and identification information where required for verification.
Contact details such as address, email address, and telephone number.
Account and service information including booking details, unit size, access dates, payment status, and service preferences.
Billing and transaction data such as payment records, invoices, and related financial information.
Security and access records such as entry logs, CCTV footage where used, and incident reports.
Communication records including emails, messages, complaints, and service-related correspondence.
Technical data such as device or browser information if collected through digital systems used to manage our services.

We may also collect information provided voluntarily by customers, for example when making enquiries, reporting issues, or requesting support.

3. How We Use Personal Data

We use personal data to provide and manage our storage services and to support our legitimate business operations. This may include:

setting up and managing customer accounts;
verifying identity and preventing fraud;
processing payments and managing billing;
granting and controlling access to storage facilities;
maintaining safety, security, and site management;
responding to enquiries, complaints, and service requests;
meeting legal, regulatory, and tax obligations;
protecting our rights, property, staff, and customers;
improving services, administration, and operational efficiency.

We do not use personal data for purposes that are incompatible with those described in this policy unless we have a valid legal basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. The main lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing storage access, handling payments, and delivering agreed services.

Legal Obligation

We process personal data where required to comply with legal obligations. This may include record keeping, accounting, tax requirements, fraud prevention, and 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 site security, operational management, service improvement, and the prevention of misuse or unauthorised access.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where consent is required by law. Where we rely on consent, you may withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the purpose for which it is used.

In general:

Customer account and contract records are retained for the duration of the customer relationship and for a reasonable period afterwards.
Payment and accounting records are retained for the period required by tax and financial laws.
Security records such as access logs or CCTV footage are retained only as long as necessary for safety, incident handling, or crime prevention.
Communication records are retained as needed to manage enquiries, disputes, and service history.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with applicable law and our retention procedures.

6. Processors and Third Parties

We may share personal data with trusted third-party service providers who act as data processors on our behalf. These processors are only permitted to use personal data according to our instructions and are required to take appropriate security measures.

Examples of processors may include:

payment service providers;
IT and cloud storage providers;
security and access control providers;
accounting and bookkeeping services;
professional advisers such as auditors, insurers, or legal advisers;
maintenance or facilities management providers where necessary for service delivery.

We may also disclose personal data where required by law, regulation, court order, or to protect the rights, safety, or property of Dulwich Storage, our customers, or others.

We do not sell personal data. Any sharing is limited to what is necessary and proportionate for legitimate business, legal, or security purposes.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, encryption, staff confidentiality obligations, security monitoring, and secure retention practices.

While we work to protect personal data, no system can be guaranteed to be completely secure. Where required by law, we will notify affected individuals and relevant authorities of a personal data breach.

8. Your Rights

Under GDPR, you have a number of rights regarding your personal data. Subject to legal conditions and exemptions, these may include:

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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
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 with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary and lawful in connection with a customer account or legal obligation. If we become aware that data has been collected in error, we will take appropriate steps to delete it.

10. International Transfers

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

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically.

12. Summary of Key Points

In summary: Dulwich Storage collects only the personal data needed to provide storage services, manage accounts, meet legal duties, and keep our facilities secure. We rely on lawful bases such as contract, legal obligation, legitimate interests, and, in limited cases, consent. We retain data only as long as necessary, share it only with carefully selected processors or where legally required, and respect the rights of all customers in the area.

We are committed to handling your personal data with care, transparency, and respect. If you use Dulwich Storage services, this policy applies to you.