Privacy Policy - Pentonville Storage

This Privacy Policy explains how Pentonville Storage collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, visitors, and other individuals whose information is processed in connection with our storage services. This policy applies to all Pentonville Storage customers in area, including anyone who uses, enquires about, or otherwise interacts with our services within the area served by Pentonville Storage.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. We recognise the importance of keeping personal information secure and respecting the rights of individuals. This policy explains the types of information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your information.

2. Data We Collect

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

Identity information such as your name, date of birth, and proof of identity where required.
Contact information such as your postal address, email address, and telephone number.
Account and service information such as storage unit details, booking records, payment status, and customer correspondence.
Payment information such as transaction records and billing details. We do not store full card details unless necessary through secure payment processes.
Security information such as CCTV footage, access logs, key records, and incident reports where relevant.
Usage information relating to how you access and use our storage facilities, including entry times and site movements where permitted by our security systems.
Communication data including emails, phone records, complaints, and service requests.

We may also receive data from third parties where necessary, such as identity verification providers, payment processors, insurers, or lawful authorities.

3. How We Use Personal Data

We use personal data only when we have a valid legal reason to do so. Typical uses include:

setting up and managing storage accounts;
verifying identity and preventing fraud;
processing payments and managing billing;
providing customer support and responding to enquiries;
maintaining site security and protecting people and property;
meeting legal, tax, accounting, and regulatory obligations;
handling disputes, claims, or complaints;
improving our services and internal operations;
sending essential service messages related to your account or storage unit.

We will only use your information in ways that are compatible with the purposes for which it was collected, unless we reasonably believe another lawful basis applies.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each processing activity. Pentonville Storage may process personal data on one or more of the following bases:

Performance of a Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes creating your account, administering your storage unit, collecting fees, and providing agreed services.

Legal Obligation

We may process data where required to comply with legal obligations, including tax laws, financial record-keeping, fraud prevention, and responses to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and interests. These legitimate interests may include site security, operational management, prevention of misuse, service improvement, and enforcing our terms. Where we rely on this basis, we assess the impact on your privacy and ensure appropriate safeguards are in place.

Consent

In limited cases, we may rely on your consent, for example for specific optional communications or where required by law. If we rely on consent, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We do not sell personal data. However, we may share personal information with trusted third parties where necessary for the operation of our business and the delivery of our services. These third parties may act as processors or, in some cases, independent controllers.

Examples of processors may include:

IT and cloud service providers that host or support our systems;
payment processing providers;
customer management and communications platforms;
security service providers, including CCTV and access control suppliers;
professional advisers such as accountants, auditors, lawyers, and insurers;
maintenance and facilities contractors where access to personal data is necessary;
identity verification and fraud prevention service providers.

Where a third party processes data on our behalf, we require them to handle it securely, only on our instructions, and in compliance with applicable data protection law. We use appropriate contractual safeguards to protect your information.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including the fulfilment of contractual obligations, legal compliance, dispute resolution, and legitimate business needs. The length of time we keep your data depends on the type of information and the reason it is held.

Typical retention periods may include:

Contract and account records: retained for the duration of the customer relationship and for a period afterward to handle queries, claims, or legal obligations.
Financial and tax records: retained for the period required by law.
Security records: retained for a limited period unless needed longer for an investigation, claim, or legal requirement.
Correspondence and complaints: retained for as long as needed to resolve the matter and maintain proper records.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We take the security of personal data seriously and use technical and organisational measures designed to protect information from unauthorised access, loss, alteration, or disclosure. These measures may include restricted access controls, staff confidentiality obligations, system monitoring, secure storage, and regular review of security practices. Although no system can be guaranteed to be completely secure, we work to maintain a high standard of protection.

8. Your Rights

Depending on the circumstances and applicable law, you may have the following rights regarding your personal data:

Right of access – to request a copy of the data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit processing in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent.
Right to lodge a complaint – with the relevant supervisory authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. Some rights may not apply in all cases, for example where we must retain data to meet legal obligations.

9. Children’s Data

Pentonville Storage services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary and lawful to do so in connection with a service arrangement or legal obligation. If we become aware that we have collected data from a child without appropriate authority, we will take reasonable steps to delete it.

10. International Transfers

In some circumstances, personal data may be processed outside the United Kingdom by service providers or systems used to support our operations. Where this occurs, we ensure appropriate safeguards are in place to protect your data in accordance with data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent measures.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised policy will apply from the date it is issued. We encourage you to review this policy periodically so that you remain informed about how we handle personal data.

12. Summary of Our Commitment

Pentonville Storage is committed to respecting privacy, using personal data only where necessary and lawful, and maintaining appropriate safeguards. We aim to be transparent about our practices and to give customers control over their information wherever possible. This policy is intended to apply to all Pentonville Storage customers in area and should be read alongside any contractual terms or notices that apply to your use of our storage services.

We value your trust and take our responsibility to protect personal information seriously. By using our services, you acknowledge that your data may be processed in line with this policy and applicable law.