Privacy Policy - Forestdale Storage

This Privacy Policy explains how Forestdale Storage collects, uses, shares, stores, and protects personal data relating to customers, prospective customers, visitors, and other individuals whose information we process in connection with our services. This policy applies to all Forestdale Storage customers in the area, including anyone using, requesting, or enquiring about storage services provided by Forestdale Storage.

1. Who We Are

Forestdale Storage is responsible for determining how and why personal data is processed in connection with our storage operations, account administration, service delivery, billing, security, and related business activities. For the purposes of data protection law, Forestdale Storage acts as a data controller for the personal data described in this policy.

2. Personal Data We Collect

We collect only the data that is necessary and relevant for providing storage services, managing customer relationships, meeting legal obligations, and protecting our business, customers, and premises. Depending on how you interact with us, we may collect the following categories of information:

Identity data such as your name, date of birth, and proof of identity where required.
Contact data such as your address, email address, and telephone number.
Account data such as customer reference numbers, rental details, account status, and service preferences.
Payment data such as billing details, transaction records, payment history, and limited financial information necessary to process payments.
Security data such as CCTV footage, access logs, gate entry records, and incident reports where applicable.
Communication data such as enquiries, complaints, feedback, and records of correspondence.
Technical data where you use our digital systems, including IP address, device information, and usage logs generated for security and operational purposes.

We do not intentionally collect more personal information than is needed for the purposes described in this policy. Where we collect special category data, we do so only when strictly necessary and in compliance with applicable law.

3. How We Use Personal Data

We use personal data for the following purposes:

to set up and manage storage accounts;
to verify identity and prevent fraud;
to process payments and issue invoices;
to provide access to storage facilities and maintain site security;
to respond to enquiries, requests, and complaints;
to maintain accurate business records;
to comply with legal and regulatory obligations;
to protect the rights, property, and safety of Forestdale Storage, our customers, staff, contractors, and visitors;
to manage disputes and enforce agreements where necessary.

4. Lawful Basis for Processing

Forestdale Storage processes personal data only where we have a valid lawful basis under the UK GDPR and applicable data protection laws. The lawful basis may depend on the specific situation and the type of data involved.

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you, including setting up storage services, managing your account, processing payments, and providing access to our facilities.

4.2 Legal obligation

We may process personal data where needed to comply with legal obligations, including accounting rules, tax requirements, health and safety obligations, fraud prevention, and other applicable regulatory duties.

4.3 Legitimate interests

We may process personal data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. These interests include protecting our property, preventing misuse of our services, maintaining site security, improving service administration, and handling disputes. We balance our interests against your privacy rights before relying on this basis.

4.4 Consent

In limited situations, we may rely on your consent, for example where a specific optional communication or activity requires it. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These parties act either as processors or, in some cases, as independent controllers. We ensure appropriate contractual and technical safeguards are in place before sharing data.

Processors may include:

payment service providers that handle card or payment transactions;
IT and software providers that support customer records, security systems, and data storage;
professional advisers such as accountants, auditors, or legal advisers;
security contractors or CCTV monitoring providers;
maintenance and facilities service providers acting on our instructions;
debt recovery, credit control, or collections providers where necessary and lawful.

We may also disclose personal data to public authorities, regulators, law enforcement bodies, insurers, or courts where required by law or where necessary to establish, exercise, or defend legal claims. We do not sell personal data.

6. Data Retention

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 dispute resolution requirements. Retention periods vary depending on the nature of the data and the legal context in which it is held.

Customer account and contract records are retained for the duration of the relationship and for a reasonable period afterwards.
Financial and tax-related records are retained for the period required by law.
Security records, including CCTV footage and access logs, are retained for as long as necessary for security monitoring, incident investigation, or legal purposes.
Enquiry and correspondence records are retained for as long as needed to respond to the matter and manage any follow-up.

When personal data is no longer needed, we take appropriate steps to delete, anonymise, or securely destroy it.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, staff confidentiality controls, secure storage, encryption where appropriate, and monitoring of systems and premises. While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risks involved.

8. International Transfers

If personal data is transferred outside the United Kingdom or the European Economic Area, we will ensure that suitable safeguards are in place in accordance with applicable law. These safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms.

9. Your Rights

Subject to certain conditions and exemptions under data protection law, you have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your personal data in certain circumstances.
Right to restriction – to request that we limit how we process your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to request transfer of data you provided to us in a structured, commonly used, machine-readable format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw consent at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage individuals to raise concerns with us first so we can address them promptly.

10. Children’s Data

Our services are intended for adults and business users who can lawfully enter into storage agreements. We do not knowingly collect personal data from children except where required by law or where it is incidental to a legitimate business or legal process.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how your personal data is handled.

12. Summary of Our Commitments

Forestdale Storage is committed to processing personal data fairly, lawfully, and transparently. We collect data only when necessary, use it for clearly defined purposes, rely on appropriate lawful bases, retain it for no longer than required, and share it only with trusted processors or where legally necessary. We respect your rights and aim to protect your privacy throughout every stage of our service relationship.

This Privacy Policy applies to all Forestdale Storage customers in the area.