Privacy Policy - Isleofdogs Storage

This Privacy Policy explains how Isleofdogs Storage collects, uses, stores, shares, and protects personal data. It applies to all Isleofdogs Storage customers in area, including individuals, business customers, and anyone who interacts with our services in connection with storage, access, administration, billing, security, or support. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and applicable data protection laws.

1. What this Privacy Policy covers

This policy covers personal data that we process when you:

apply for, open, or use a storage service;
enter into a contract with us or request a quote;
visit, access, or use our storage facilities;
communicate with us by phone, email, online forms, or in person;
pay invoices or manage account details;
report issues, make complaints, or request support;
are authorised to access a unit, site, or account.

We only process personal data where there is a valid legal basis and only for purposes that are necessary, relevant, and proportionate.

2. Personal data we collect

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

Identity and contact details

This may include your name, postal address, email address, telephone number, date of birth, and, where needed, identification information used to confirm identity.

Account and service information

We may collect information relating to your storage account, unit number, access permissions, lease or agreement details, move-in and move-out dates, payment history, and records of requests or instructions you provide.

Financial information

This can include billing details, payment records, refund information, and limited transaction data required to manage charges and reconcile payments. We do not intentionally store full payment card details unless handled by a secure payment processor.

Security and access information

Where needed for site security and operational safety, we may process access logs, alarm records, CCTV footage, and other records of entry or activity at our facilities. Such information is processed for legitimate security purposes only.

Communication records

We may keep records of correspondence, complaint history, call notes, and any other communications necessary to manage your account or resolve disputes.

Technical and usage data

If you interact with digital systems used to manage your account or bookings, we may collect device, browser, and usage information, such as IP address, timestamps, and interaction logs, where this is necessary for security, service delivery, or system maintenance.

3. How we use personal data

We use personal data for the following purposes:

to provide storage services and manage customer accounts;
to verify identity and confirm access rights;
to process payments, issue invoices, and maintain records;
to communicate about your account, service changes, or operational matters;
to manage security, prevent fraud, and protect property;
to respond to enquiries, complaints, and legal claims;
to comply with legal, regulatory, tax, accounting, and insurance obligations;
to improve our services, systems, and operational efficiency.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and have informed you where required.

4. Lawful basis for processing

Under data protection law, we must identify a lawful basis for each processing activity. Depending on the circumstances, Isleofdogs Storage relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, including setting up your account, granting access to a unit, managing payments, and fulfilling storage-related obligations.

Legal obligation

We may process data where required to comply with legal duties, such as accounting, tax, fraud prevention, safety requirements, or lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include site security, incident management, service improvement, debt recovery, and protecting our customers, staff, and property.

Consent

Where consent is required for a specific processing activity, we will ask for it clearly and separately. You may withdraw consent at any time where we rely on consent as the lawful basis.

5. Data sharing and processors

We may share personal data with trusted third parties that help us operate our services. These third parties act as processors when they process data on our behalf and under our instructions. Examples may include:

IT and cloud service providers supporting account systems, storage platforms, and data backup;
payment processors handling secure card or electronic payments;
security providers supporting CCTV, alarms, access control, or monitoring services;
maintenance, facilities, and operational contractors where access to limited information is necessary;
professional advisers such as accountants, auditors, insurers, and legal advisers;
debt recovery or credit control providers where lawful and necessary;
public authorities, regulators, courts, or law enforcement where disclosure is required by law.

We require processors to protect personal data, use it only for the agreed purpose, and implement appropriate technical and organisational safeguards. We do not sell personal data.

6. International transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure appropriate safeguards are in place to protect the data in line with applicable law. These safeguards may include standard contractual protections and transfer risk assessments, where required.

7. 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, insurance, security, or reporting requirements.

Customer account records are retained for the duration of the contract and for a reasonable period afterward for administration and dispute handling.
Financial and tax records are retained in accordance with legal and accounting obligations.
Security records such as access logs or CCTV are retained only for a limited period unless needed for investigation, incident response, or legal proceedings.
Enquiry and complaint records are retained for as long as necessary to manage the matter and support our legitimate interests.

When data is no longer needed, it is deleted, anonymised, or securely destroyed. Retention periods may vary depending on the type of data and the reason for keeping it.

8. Your rights

Subject to the conditions and exemptions set out in data protection law, you have the following rights regarding 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 data in certain circumstances;
Right to restriction – to request limited processing 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 certain data in a structured, commonly used format;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits required by law.

9. Security of personal data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, encryption, secure storage, staff training, and restricted permissions. While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and respond promptly to incidents.

10. Children

Our storage services are generally intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a lawful account arrangement and appropriate safeguards are in place.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. The updated version will apply from the time it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of our commitments

Isleofdogs Storage is committed to processing personal data lawfully, transparently, and securely. We collect only the information needed to deliver storage services, operate safely, manage accounts, and meet legal obligations. We rely on clear lawful bases, work with processors under strict safeguards, and retain data only as long as necessary. Customers in area have rights over their personal data, and we respect those rights in accordance with applicable law.

This Privacy Policy applies to all Isleofdogs Storage customers in area.