Storage Longford Privacy Policy
This Privacy Policy explains how Storage Longford collects, uses, stores and protects personal data relating to our customers and prospective customers in the Longford area. It also describes the rights you have under applicable data protection law, including the General Data Protection Regulation GDPR, and how you can exercise those rights.
Scope of this Privacy Policy
This Privacy Policy applies to all Storage Longford customers, former customers, and prospective customers located in our service area who use or inquire about our storage facilities, services or related offerings. It applies to personal data collected in person at our premises, over the phone, by post, via online forms, or through any other means of communication that we use to interact with you.
Data Controller
Storage Longford is the data controller in respect of the personal data that we process about you. As the data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with GDPR and other applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us and the services you use:
Identification and contact details, such as your name, postal address, billing address, and any other contact details that you choose to provide.
Customer account and contract information, such as storage unit number, contract start and end dates, services selected, payment status, and correspondence related to your contract.
Payment and billing information, such as payment method, payment history, and invoicing records. We do not store full card details where payments are processed via secure third party payment processors.
Communication data, including information you provide when you contact us with questions, feedback, or complaints, or when we contact you with information about your account or our services.
Security and access data, such as access logs, entry and exit records to the storage facility, CCTV footage where installed, and incident records for safety and security purposes.
Marketing preferences and engagement information, including your consent choices, your preferences regarding marketing communications, and information about whether you have opened or responded to communications from us, where applicable.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so under GDPR. Depending on the purpose, we rely on one or more of the following lawful bases:
Contract. We process your personal data when it is necessary to enter into or perform a contract with you, for example to manage your storage agreement, handle payments, provide customer service, and operate your account.
Legal obligation. We process personal data where necessary to comply with our legal and regulatory obligations, such as tax and accounting rules, safety and security regulations, and obligations to retain certain records.
Legitimate interests. We process personal data when it is necessary for our legitimate interests or those of a third party, and when those interests are not overridden by your rights and freedoms. Our legitimate interests include operating and improving our storage services, maintaining the security of our premises and systems, preventing fraud, handling customer queries efficiently, and managing our business operations.
Consent. In some cases, we rely on your consent, for example for certain types of optional marketing communications or where required by law for specific processing activities. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide storage and related services, including setting up and managing your account, processing bookings and renewals, managing access to your unit, and responding to your requests.
To manage billing and payments, including issuing invoices, processing payments, dealing with failed payments, and maintaining accounting records.
To maintain safety and security at our premises, including controlling access to the facility, monitoring access logs, and, where used, reviewing CCTV footage to prevent and investigate incidents or unauthorised access.
To provide customer support and communication, including responding to your queries, contacting you about issues related to your account or unit, and sending you important service or policy updates.
To manage our business operations, such as internal reporting, quality assurance, staff training, and planning and forecasting.
To carry out marketing and service improvement, including sending you information about our services or offers to the extent permitted by law and your preferences, and analysing how customers use our services to improve them.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. In determining appropriate retention periods, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other means.
As a general guideline, we retain customer contract and billing information for a number of years after the end of the contractual relationship, in line with applicable statutory limitation periods and financial record keeping requirements. Security records, such as access logs and CCTV footage, are retained for shorter periods unless an incident requires us to keep them for longer for investigation or legal purposes. Marketing preferences are retained for as long as we continue to rely on them and until you opt out or request deletion, unless a longer retention period is required by law.
Use of Processors and Sharing of Data
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your personal data under our instructions and are contractually required to implement appropriate technical and organisational measures to protect your data and to comply with GDPR.
Examples of such processors include providers of payment processing services, accounting and bookkeeping services, customer management and billing systems, IT and cloud service providers, and security and facility management contractors. We do not allow our processors to use your personal data for their own purposes.
We may also share personal data where required by law, regulation, or legal process, or with law enforcement or other authorities where necessary to protect our rights, property, or the safety of our customers, staff, or the public.
If we are involved in a merger, acquisition, or transfer of business, personal data may be shared with relevant third parties subject to appropriate confidentiality and data protection safeguards.
International Transfers
Where we use service providers or systems that are located outside the European Economic Area, or that involve transfers of personal data to countries outside the EEA, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with GDPR. These safeguards may include adequacy decisions by the European Commission or the use of standard contractual clauses or equivalent mechanisms.
Your Data Protection Rights
Under GDPR and applicable data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain legal conditions and exemptions.
Right of access. You have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data, along with information about how we process it.
Right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you be corrected or completed without undue delay.
Right to erasure. In certain circumstances, you have the right to request the deletion of your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your personal data in specific situations, such as while we verify the accuracy of the data or assess an objection you have raised.
Right to object. You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will stop processing your data for such purposes unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Right to data portability. Where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to transmit that data to another controller.
Right to withdraw consent. Where we process your personal data on the basis of your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can address any concerns directly.
Security of Your Personal Data
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. These measures include physical security at our premises, access controls, secure storage of records, and measures to ensure that our staff and service providers handle your data responsibly and in accordance with this Privacy Policy and applicable law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our processing activities, legal obligations, or business operations. Where changes are material, we will take reasonable steps to inform you, for example by updating notices at our premises or by communicating directly with you when appropriate. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
