Who are we?
Storagebase Ltd (“we”, “us”) operates the website storagebase.com & manages data on behalf of other companies in the Storagebase group.
We collect, use & are responsible for certain information about you. When we do so, we are regulated under the General Data Protection Regulation which applies across the European Union (including the United Kingdom) & we are responsible as 'controller' of that personal information for the purposes of those laws.
The Data Controller can be contacted at firstname.lastname@example.org
What data do we collect and use?
Personal information provided by you
In the course of operating our self storage business, we collect personal information when you provide it to us, such as your name, address, email, phone numbers, date of birth, payment details & ID details.
We also collect personal information from you if you apply for a job with us or work for us for any period of time. In this context, personal information we gather may include: contact details, financial & payment details, details of education, qualifications & skills, marital status, nationality, NI number, job title, & CV.
Personal information provided by third parties
Occasionally we may receive information about you from other sources (such as credit reference agencies), which we will add to the information we already hold about you in order to help us provide services to you & to improve & personalise our service to you. If you apply for a job with us, we may receive information from the people who provide references.
Personal information about other individuals
If you give us information on behalf of someone else as an alternate contact, referee or next of kin, you confirm that the other person has agreed that you can give consent on his/her behalf to the processing of his/her personal data & receive on his/her behalf any data protection notices.
Sensitive personal information
We will only ask you to provide sensitive personal information if we need to for a specific reason, for example, if we believe you are having difficulty dealing with your account due to illness. If we request such information, we will explain why we are requesting it & how we intend to use it. We will only collect your sensitive personal information with your explicit consent.
We do not knowingly collect personal data relating to children under the age of 16. If you are a parent or guardian of a child under the age of 16 & think that we may have information relating to that child, please contact us. We will ask you to prove your relationship to the child but if you do so you may (subject to applicable law) request access to & deletion of that child’s personal data.
How do we collect personal data?
If you visit any of our stores, some personal data may be collected from monitoring devices & systems such as CCTV & door entry systems at the store.
You can set your browser not to accept cookies & the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result.
For further information on cookies generally visit www.aboutcookies.org
Reasons for collecting and using data
We rely on a different lawful basis for collecting & using personal data in different situations.
Where you make enquiries about storing with us before you become a customer, we need to collect personal information about you so that we can take steps to enter into a contract with you. Once you have become a customer, we need to collect & use personal information to provide services to you & to claim our right to be paid in return for our services under our standard terms of business. This includes collecting & using your personal information to:
- enable us to follow up on enquiries made by you in relation to storing with us.
- do a credit check.
- prepare a storage agreement with you & arrange insurance cover if required.
- manage any accounts you hold with us.
- deal with payment for our services.
- notify you of any changes to our website or to our services that may affect you.
- resolve disputes or collect overdue payments.
If you apply for a job with us, we will collect & use personal information to process your application & check references. If you take a job with us, we will collect & use your personal information to enter into an employment contract with you & to administer the employment relationship, including making payments to you, accounting for tax, ensuring safe working practices, monitoring & managing staff access to systems & facilities, monitoring absences & performance & conducting assessments.
We collect & use personal information from our customers & staff to comply with our legal obligations. For example, we will take copies of documents that identify you so that we can comply with anti-money laundering & counter-terrorist requirements.
Legitimate business interests
Our priority is to make sure we give a high quality & secure service to customers & to follow up effectively on enquiries even though we accept that not all enquiries will lead to a business relationship or contract. We collect personal information to:
- follow up on enquiries in accordance with industry guidelines & provide quotes for storage/details of offers.
- conduct research to improve our services.
- customise our website & its content to your particular preferences.
- detect & prevent fraud and/or disruptive or abusive behaviour
- Inform you of products or services that may be of interest to you where you opt in.
We collect & process CCTV images obtained in & around our stores so we can fulfil our contractual obligation to deliver a secure self storage environment. to establish whether you are doing something that breaches your contract with us; and to assist in any legal, criminal or other investigation involving You or the stored goods.
We may do a credit check on you so that we & other companies in our group can make credit decisions about you & people or businesses associated with you. These checks may also be used to help prevent & detect fraud & money laundering. Our search will be recorded on the files of the credit reference agency.
We may also disclose information about how you conduct your account to credit reference agencies & your information may be linked to records relating to other people living at the same address or who are financially linked to you. Other businesses may use your information to make credit decisions about you & the people with whom you are financially associated, trace debtors, & prevent & detect fraud & money laundering.
If you provide false or inaccurate information to us & we suspect fraud, we will record this.
When may we share your data?
If you provide us with details of any other person we can contact to discuss your account, we may contact that person & discuss & share the details of your account with that person & deal with that person in relation to your account as if that person was you. We may particularly want to do this if we are unable to get in touch with you for any reason. If you change your mind, you can email or write to us & have this person taken off your account as an alternate contact person.
If you provide us the details of a person who we can contact for a job reference, we may contact that person in connection with your job application.
Who your information might be shared with
- other companies within our group.
- service providers under contract with us to support our business operations, such as fraud prevention, debt collection, payroll & technology services.
- credit reference agents.
- our insurers & insurance brokers if you take out insurance cover through us.
- trade associations of which we are a member.
- law enforcement or government agencies in connection with any investigation to help prevent or detect unlawful activity.
- any person or agency if we need to share that information to comply with the law or to enforce any agreement we may have with you or to protect the health & safety of any person;
- any person who you have named as a person we can contact to discuss your account;
- any person who is your agent or representative, such as the holder of a power of attorney, - a legal guardian or person administering a will;
- any potential buyer of our business or property or if we are proposing to merge our business.
If we pass data on to insurers, they may enter your data onto a register of claims which is shared with other insurers to prevent fraudulent claims. If we use an outside party to process your information, we will require them to comply with our instructions in connection with the services they provide for us & not for their own business purposes.
Keeping data secure
We have appropriate security measure in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those people processing your information will do so in an authorised manner & are subject to a duty of confidentiality.
We use technical measures to safeguard your data.
We have procedures in place to deal with any suspected data security breach. We will notify you & any applicable supervisory body of a suspected data breach where we are legally required to do so.
While we will use all reasonable efforts to keep your personal data safe, you acknowledge that the use of the internet is not entirely secure & for this reason we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us (see ‘How to contact us’ below).
Our website contains links to websites & applications owned & operated by other people & businesses. These third party sites have their own privacy policies & use their own cookies & we recommend that you review them before you provide them with personal information. They will tell you how your personal information is collected & used whilst you are visiting these other websites. We do not accept any responsibility or liability for the content of these sites or the use of your information collected by any of these other sites & you use these other sites at your own risk.
If you want detailed information from Get Safe Online on how to protect your information & your computers & devices against fraud, identity theft, viruses & many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government & leading businesses.
Transfer of data outside the EEA
We may transfer your encrypted personal data to countries which are located outside the European Economic Area for the purpose of backing up data using ‘cloud’ data services.
How long do we keep data?
We will usually hold your personal information as a customer or employee on our system for at least the period we are required to retain this information by applicable UK law, currently 6 years from the end of our contract or 6 months after any unsuccessful job application, unless you have told us you want us to delete the information earlier.
We currently do not hold any data for more than 20 years.
Under the General Data Protection Regulation you have rights including the right to:
- request a copy of your information which we hold (subject access request);
- require us to correct any mistakes in your information which we hold;
- require the erasure of personal information concerning you in certain situations
- require us to stop contacting you for direct marketing purposes;
- object in certain other situations to our continued processing of your personal information;
- restrict our processing of your personal information in certain circumstances; object to decisions being taken by automated means which produce legal effects concerning you or which affect you significantly; and
- receive the personal information concerning you which you have provided to us, in a structured, commonly used & machine-readable format & have the right to transmit those data to a third party in certain situations.
Further information on each of these rights is available from the Information Commissioner’s Office.
If you would like to exercise any of these rights, please:
- email or write to us with your request
- provide proof of your identity & address
We will not charge any fee for any of these services in most cases.
How to contact us
The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at ico.org.uk/concerns or telephone 0303 123 1113
This Privacy Notice was last updated on 24th May 2018. We may change this Privacy Notice from time to time. You should check this policy occasionally to ensure you are aware of the most recent version.