Privacy Policy - Millwall Storage

This Privacy Policy applies to all Millwall Storage customers in area. It explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our storage services, you acknowledge that your personal data may be processed as described in this policy.

1. Introduction

Millwall Storage is committed to protecting the privacy and security of personal information. We only collect and use personal data where it is necessary, lawful, and proportionate for providing storage services, managing customer accounts, meeting legal obligations, and improving our business operations. We aim to ensure that all processing is fair, transparent, and limited to what is relevant for the purposes explained below.

2. Personal Data We Collect

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

Identity data: name, title, date of birth, and identification details where needed for verification.
Contact data: address, email address, telephone number, and billing address.
Account data: customer reference numbers, service preferences, booking details, and tenancy or storage agreement information.
Payment data: payment status, transaction history, and limited payment-related records. We do not store full card details unless required by a secure payment provider.
Usage data: records of service use, access logs, dates of entry, and relevant security information.
Correspondence data: records of enquiries, complaints, requests, and communications relating to your account or our services.
Technical data: device or browser information where collected through digital systems used to manage services and security.

In some cases, we may also receive personal data from third parties, such as payment processors, identity verification providers, or referral partners, where this is necessary to provide our services lawfully and securely.

3. How We Use Personal Data

We use personal data for the following purposes:

to set up and manage customer accounts;
to provide storage services and support;
to verify identity and prevent fraud;
to process payments and manage billing;
to communicate about bookings, service changes, and account matters;
to maintain security and protect premises, assets, staff, and customers;
to comply with legal, tax, accounting, and regulatory obligations;
to resolve disputes, enforce agreements, and protect our legal rights;
to improve our services, systems, and customer experience.

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

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Depending on the circumstances, Millwall Storage may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing your storage agreement, handling payments, providing access to services, and communicating about your account.

Legal Obligation

We may process personal data to comply with legal obligations, such as accounting, tax, fraud prevention, record-keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include improving services, maintaining security, preventing misuse, managing business operations, and defending legal claims. We always consider whether such processing is proportionate and whether your privacy rights should take priority.

Consent

In limited cases, we may rely on your consent, for example where it is required for optional communications or certain types of processing not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as independent controllers. These parties are only permitted to process data in accordance with our instructions or their own legal obligations.

Examples of processors or service providers may include:

payment processing providers;
IT and cloud storage providers;
customer management and booking system providers;
security and surveillance service providers;
professional advisers such as accountants, auditors, and legal advisers;
maintenance, facilities, and administrative support providers;
identity verification and fraud prevention services.

We require all processors to implement appropriate technical and organisational security measures and to handle personal data only for the purposes we specify. We may also disclose personal data to law enforcement, regulators, courts, or other authorities where required by law or where necessary to protect our rights, staff, customers, or property.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason it is held.

Customer account records: retained for the duration of the service relationship and for a reasonable period afterwards.
Payment and accounting records: retained for the period required by tax and financial laws.
Security records and access logs: retained only as long as needed for safety, monitoring, or incident review.
Communications and complaints: retained until resolved and for an additional period where necessary to evidence decisions or defend claims.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and monitoring of systems. Although no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risks involved.

8. Your Rights

Subject to legal limits, you have rights in relation to your personal data under data protection law. These include:

Right of access: to request a copy of the personal 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 personal data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in certain situations.
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, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been violated. We encourage customers to raise concerns with us first so we can try to resolve them promptly and fairly.

9. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place to protect it, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. Any such transfers will be carried out in compliance with data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updates will take effect when published in the revised policy. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Summary of Our Commitment

Millwall Storage processes personal data responsibly, lawfully, and with care. We collect only what is necessary, use it for clear and legitimate purposes, retain it for appropriate periods, share it only with trusted processors or where legally required, and respect the rights of all customers. This policy applies to all Millwall Storage customers in area and is intended to provide transparency about how your personal information is handled.