Privacy Policy - Cubitttown Storage

Cubitttown Storage is committed to protecting the privacy and personal data of our 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 Cubitttown Storage customers in the area, including prospective customers, current customers, former customers, and individuals who interact with us on behalf of a customer.

1. Scope of This Privacy Policy

This Privacy Policy applies to personal data processed by Cubitttown Storage in connection with storage unit rentals, account administration, billing, customer support, site access, security, and related services. It covers information collected directly from you, information generated through your use of our services, and information received from third parties where necessary to provide our services or comply with legal obligations.

We process personal data in accordance with the UK GDPR and, where applicable, the EU GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, confidentiality, and accountability.

2. Personal Data We Collect

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

Identity data: name, title, date of birth, and identifiers used to verify your identity.
Contact data: postal address, email address, telephone number, and emergency contact details where provided.
Account and contract data: storage unit details, account number, rental agreements, move-in and move-out dates, payment history, and service preferences.
Financial data: billing details, payment records, and limited transaction information necessary to process payments and manage accounts.
Verification and security data: access logs, entry records, CCTV images where applicable, and identity verification documents if required.
Communication data: correspondence with our staff, complaints, enquiries, notices, and customer service records.
Technical and usage data: device and access information related to online forms, portals, or digital systems used to manage your account.

We do not intentionally collect special category data unless it is necessary for a specific lawful purpose, such as complying with a legal obligation or handling a claim, and only where permitted by law.

3. How We Collect Personal Data

We collect personal data in several ways:

directly from you when you complete forms, sign a contract, make payments, or contact us;
through your use of our storage services and site access systems;
from third parties such as payment providers, identity verification services, insurers, legal advisers, or debt recovery providers where relevant;
from public sources or authorities where we need to verify information or comply with legal requirements.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under data protection law. Depending on the activity, our lawful bases may include:

Contract

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

Legal Obligation

We process certain personal data to comply with legal obligations, including tax and accounting rules, fraud prevention, health and safety requirements, responses to lawful requests, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your interests and rights do not override ours. These interests include protecting property and premises, preventing unauthorised access, managing risk, improving our services, maintaining business records, and defending legal claims.

Consent

In limited cases, we rely on your consent, for example where specific optional processing is not covered by another lawful basis. You may withdraw consent at any time where processing is based on consent.

5. How We Use Your Data

We use personal data for the following purposes:

to provide and manage storage services;
to verify your identity and prevent misuse;
to process payments, invoices, refunds, and account adjustments;
to communicate about your account, facility rules, and service updates;
to monitor security, protect the premises, and investigate incidents;
to comply with applicable laws and respond to lawful requests;
to manage disputes, complaints, insurance matters, and claims;
to improve service quality, operations, and customer experience.

6. Data Sharing and Processors

We may share personal data with third parties where necessary and lawful. These third parties may act as processors or independent controllers depending on the service they provide.

Examples of processors and service providers include:

payment processors that handle card and bank transactions;
IT and cloud service providers that host data, systems, or backups;
customer management software providers that support account administration;
security and surveillance providers that support site safety and monitoring;
professional advisers such as accountants, auditors, insurers, and lawyers;
debt recovery or enforcement partners where accounts are unpaid or legal action is needed.

We require processors to process personal data only on our instructions, to keep it secure, and to use appropriate technical and organisational measures. We do not sell your personal data.

We may also disclose information where necessary to government bodies, regulators, law enforcement, or courts if required by law or to protect our rights, property, customers, or staff.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods vary depending on the type of data and the reason for processing.

Contract and account records: retained for the duration of your relationship with us and for a reasonable period afterwards.
Financial and tax records: retained for statutory periods required by accounting, tax, and audit laws.
Security records: such as access logs or CCTV images, retained for limited periods unless required for an investigation or legal claim.
Correspondence and complaints: retained as long as needed to resolve issues and maintain records of our dealings.

When retention is no longer necessary, we securely delete, anonymise, or archive data in accordance with our retention procedures.

8. Data Security

We take appropriate measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, staff training, secure systems, restricted permissions, and monitoring of physical and digital security. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. International Transfers

If personal data is transferred outside the UK or EEA, we will ensure that appropriate safeguards are in place. These may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms permitted by data protection law.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions.

Right of access: you can request confirmation of whether we process your data and obtain a copy.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can request deletion of data in certain circumstances.
Right to restriction: you can ask us to limit processing in specific situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with a supervisory authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address your concerns.

11. Children’s Data

Our storage services are not directed to children. We do not knowingly collect personal data from children except where it is necessary in connection with a lawful customer relationship and permitted by law.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or data protection practices. 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.

13. Summary of Key Points

This policy explains what data we collect, why we collect it, how we use it, who we share it with, how long we keep it, and what rights you have. Cubitttown Storage processes personal data fairly, securely, and only for legitimate business and legal purposes. We are committed to respecting your privacy and ensuring that all processing is handled responsibly and transparently.