Privacy Policy - Eastsheen Storage

This Privacy Policy explains how Eastsheen Storage collects, uses, stores, shares, and protects personal data. It applies to all Eastsheen Storage customers in the area, including individuals and businesses who enquire about, book, access, manage, or use our storage services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Privacy and data protection are important to us. We process personal data only where we have a valid legal basis, and we apply appropriate safeguards to keep information secure and confidential.

1. Personal Data We Collect

We collect only the data that is necessary to provide storage services, manage accounts, maintain security, and meet legal and regulatory obligations. Depending on your relationship with Eastsheen Storage, we may collect the following categories of data:

Identity data such as your name, date of birth, and identification details where required for verification.
Contact data such as your address, email address, and telephone number.
Account and service data such as booking details, unit number, access dates, payment status, and account history.
Financial data such as payment card details or bank-related payment information processed through secure payment systems.
Security data such as CCTV images, access logs, alarm records, and incident reports, where applicable.
Communication data such as messages, complaints, service requests, and notes related to customer support.
Technical data such as IP address, device information, and system usage data collected when you interact with digital systems used in our operations.

We do not intentionally collect special category personal data unless you voluntarily provide it and there is a clear lawful basis for processing it. If such data is provided, it will be handled with additional care and only where necessary.

2. How We Use Personal Data

We use personal data to operate our storage business efficiently and lawfully. This includes the following purposes:

setting up and managing customer accounts;
providing storage access and associated services;
verifying identity and preventing fraud;
processing payments, refunds, and billing matters;
maintaining site safety and security;
responding to enquiries, complaints, and service requests;
meeting accounting, tax, insurance, and legal obligations;
protecting the rights, property, and safety of customers, staff, and visitors;
improving our systems, processes, and customer experience;
defending or establishing legal claims where necessary.

We only use your data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose or a new lawful basis applies.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Eastsheen Storage may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. For example, this includes managing bookings, providing access to storage units, issuing invoices, and supporting your use of our services.

Legal obligation

We process data where required to comply with legal obligations, such as accounting, tax compliance, fraud prevention, record-keeping, and responding to lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include securing our premises, preventing misuse, improving service quality, and managing business operations.

Consent

Where required, we may ask for your consent, for example for certain optional communications or specific uses of information. When we rely on consent, you may withdraw it at any time. This will not affect any processing carried out before withdrawal.

Vital interests and public task

In rare situations, we may process personal data to protect someone’s vital interests or where it is necessary for a task carried out in the public interest. These bases will only be used where applicable.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our services. These parties act either as processors or as separate data controllers depending on the nature of the service.

Processors are organisations that process personal data on our behalf and under our instructions. They may include:

IT and software service providers supporting booking, customer management, and data storage systems;
payment service providers handling card or bank transactions;
security service providers such as CCTV, monitoring, or alarm system suppliers;
professional advisers, including accountants, auditors, insurers, and legal advisers;
maintenance and facilities contractors where access to limited data is required to perform services;
cloud storage and cybersecurity providers assisting with secure data processing and backup.

We require all processors to protect personal data using appropriate technical and organisational measures. They may only use the data for the purposes specified by Eastsheen Storage and must not use it for their own purposes.

We may also share data where required by law, where necessary to enforce our agreements, to protect against fraud or security incidents, or in connection with a business transfer, such as a merger or sale of assets. If a transfer of business occurs, personal data will continue to be protected in line with applicable law.

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, reporting, and security obligations. The retention period depends on the type of information and the reason we hold it.

Customer account and contract data are generally retained for the duration of the service relationship and for a period afterwards to address claims, disputes, or legal requirements.
Payment and financial records are retained in line with tax and accounting laws.
Security records such as CCTV or access logs are kept only for as long as needed for safety, incident management, or investigation purposes.
Communication records may be retained to handle enquiries, complaints, and service history.

When personal data is no longer required, it will be securely deleted, anonymised, or archived in a restricted format where appropriate. Retention schedules are reviewed regularly to ensure data is not kept longer than necessary.

6. Data Security

We use appropriate security measures to protect personal data from unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, encryption, secure backups, staff training, and physical security measures at our premises.

No system can be guaranteed to be completely secure. However, we take data protection seriously and work to reduce risks to an appropriate level based on the nature of the data and the services we provide.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply in full or in part depending on the circumstances and the legal basis for processing.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in certain cases, you can ask us to delete your data.
Right to restriction – you can ask us to limit how we use your data in specific situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be provided in a reusable format where applicable.
Right to withdraw consent – where processing relies on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request in line with applicable law. We may need to verify your identity before responding. Some rights may be limited where we have a legal obligation to retain or continue processing the data.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

9. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is necessary and lawful, for example in relation to a permitted customer arrangement. If we become aware that data has been collected unlawfully, we will take appropriate steps to delete or restrict it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically.

11. Our Commitment

Eastsheen Storage is committed to processing personal data fairly, lawfully, and transparently. We aim to collect only what is necessary, keep it secure, retain it for the correct period, and respect the rights of every customer.

This policy applies to all Eastsheen Storage customers in area. By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy and in accordance with applicable data protection laws.