Privacy Policy - Westgreen Storage

Westgreen Storage is committed to protecting the privacy and personal data of our customers. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our storage services. It applies to all Westgreen Storage customers in the area, including individuals, businesses, and any authorized users acting on behalf of a customer. By using our services, you acknowledge that your personal data may be processed in line with this policy and applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information necessary to provide our services, manage our relationship with you, and meet our legal and operational obligations. The types of personal data we may collect include:

Identity information such as your name, title, date of birth, and identification details where required for verification.
Contact information such as postal address, email address, and telephone number.
Account and contract information such as storage unit details, rental dates, payment records, correspondence, and service preferences.
Payment information such as billing details, transaction history, and payment method information processed through secure payment systems.
Access and security information such as entry logs, key card or code usage, CCTV footage, and incident reports where applicable.
Communication data such as messages, complaints, claims, or requests you send to us.
Technical information where relevant, including device or browser data if you interact with our digital systems.

We generally do not seek to collect special category data unless it is necessary for a specific legal or safeguarding reason, and only where permitted by law.

2. How We Use Personal Data

We use personal data for the following purposes:

To set up and manage storage agreements.
To verify identity and prevent fraud, misuse, or unauthorized access.
To process payments, invoices, refunds, and account administration.
To communicate service updates, notices, and important contract information.
To maintain site security, monitor access, and protect customers, staff, and property.
To handle complaints, disputes, incidents, and insurance-related matters.
To comply with legal, regulatory, tax, accounting, and record-keeping obligations.
To improve our services, systems, and customer experience.

We will only use your personal data for the purposes for which it was collected unless we reasonably believe we need to use it for another compatible purpose and that use is permitted by law.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the circumstances, our lawful bases may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as managing your storage account, providing access to a unit, or administering payments.

Legal Obligation

We process certain data to comply with legal duties, including tax, accounting, fraud prevention, dispute handling, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided your rights and freedoms do not override those interests. This may include protecting our premises, preventing crime, maintaining service quality, and managing business operations. Where we rely on legitimate interests, we consider whether the processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, for example where it is required for a specific optional activity. If we ask for consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process data to protect someone’s life or physical safety.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our services. These parties act as processors when they process data on our behalf and under our instructions. They are required to safeguard your data and may not use it for their own purposes.

Processors and service providers may include:

Payment processing providers.
IT and cloud storage service providers.
Security and surveillance system providers.
Customer management and communications platforms.
Accountants, auditors, and professional advisers.
Legal, insurance, or debt recovery partners where necessary and lawful.

We may also disclose data to law enforcement, regulators, courts, or other authorities when required by law or when necessary to protect our rights, customers, staff, or property. If we ever transfer personal data outside the UK, we will ensure appropriate safeguards are in place in accordance with data protection law.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and the reason for processing.

Contract and account records are generally retained for the duration of the customer relationship and for a period afterward where needed for claims, disputes, or legal obligations.
Payment and tax records are kept for the time required under financial and tax laws.
Security records such as CCTV and access logs are retained only as long as necessary for site safety, investigation, or operational purposes.
Correspondence and complaints are retained for a reasonable period to manage issues and demonstrate compliance.

When personal data is no longer needed, it is securely deleted, anonymised, or destroyed in a safe and lawful manner.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include secure systems, access controls, password protection, staff training, restricted access, and physical security arrangements. While we work hard to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal exceptions and conditions, but we will always consider your request carefully and respond within the required time limits.

Right of access - you may request confirmation of whether we process your personal data and ask for a copy of it.
Right to rectification - you may ask us to correct inaccurate or incomplete data.
Right to erasure - in some cases, you may ask us to delete your personal data.
Right to restriction - you may request that we limit the way we use your data in certain circumstances.
Right to data portability - where applicable, you may request your data in a structured, commonly used format.
Right to object - you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where we rely on consent, you can withdraw it at any time.
Right to complain - you have the right 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 certain requests. This helps us protect your information from unauthorized access.

8. Children’s Data

Our storage services are not directed at children, and we do not knowingly collect personal data from children except where it is provided by a parent, guardian, or authorized adult in connection with a lawful service arrangement. If we become aware that we have collected personal data unlawfully from a child, we will take appropriate steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

10. Summary of Our Commitment

Westgreen Storage respects the privacy of every customer and processes personal data fairly, lawfully, and transparently. We only collect information needed to run our services, we use it for clear and legitimate purposes, and we retain it for no longer than necessary. We also require processors and other trusted partners to handle data securely and responsibly. If you are a customer in the area, this policy explains how your information is managed and what rights you have. Our approach is guided by the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.

Effective and responsible data protection is an important part of how Westgreen Storage operates.