Privacy Policy - Brent Storage

This Privacy Policy explains how Brent Storage collects, uses, shares, and protects personal data relating to its customers in the area. It applies to all Brent Storage customers in area, including individuals and business customers who use our storage services, make enquiries, or otherwise interact with us. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Brent Storage is a storage services provider that processes personal data for the purpose of delivering storage-related services, managing customer accounts, maintaining site security, meeting legal obligations, and improving our operations. For the purposes of data protection law, Brent Storage acts as the data controller in relation to the personal data covered by this policy.

2. What personal data we collect

We collect and process personal data that is necessary for running our business and providing storage services. The type of information we may collect includes:

Identity data such as name, title, date of birth, and identification details where required.
Contact data such as postal address, email address, and telephone number.
Account data such as customer reference numbers, contract details, payment records, and service preferences.
Transaction data such as invoices, payment status, service usage, and records of charges paid or due.
Security and access data such as CCTV footage, entry logs, alarm records, and site access information.
Correspondence data such as emails, letters, calls, complaints, and other communications.
Technical data such as device or system information when you use online services connected to our business systems.

We generally do not seek to collect special category data unless it is strictly necessary and permitted by law. If such data is provided to us inadvertently, we will handle it with appropriate safeguards.

3. How we collect personal data

We collect personal data in several ways. This may happen when you:

enquire about or apply for storage services;
sign a storage agreement or provide documents for verification;
make payments or manage your account;
use our premises, facilities, or access systems;
communicate with us by phone, email, or in writing;
interact with us through service providers acting on our behalf;
provide information in relation to damage, loss, complaint, or insurance matters.

We may also receive personal data from third parties where lawful and appropriate, for example from payment processors, identity verification providers, or legal and regulatory authorities.

4. Lawful basis for processing

Brent Storage only processes personal data when we have a lawful basis to do so. Depending on the activity, we rely on the following lawful bases:

Contract — processing is necessary to enter into or perform our storage agreement with you, such as managing your booking, account, and payments.
Legal obligation — processing is necessary to comply with laws and regulations, including tax, accounting, fraud prevention, and safety obligations.
Legitimate interests — processing is necessary for our legitimate business interests, provided your rights do not override those interests. This may include site security, prevention of misuse, internal administration, service improvement, and protecting our legal rights.
Consent — in limited cases, we may rely on your consent, for example where it is required for certain optional communications or specific processing activities. Where we rely on consent, you may withdraw it at any time.

Where we process special category data or other sensitive information, we will only do so where a specific legal condition is met and suitable safeguards are in place.

5. How we use your data

We use personal data for the following purposes:

to provide and administer storage services;
to verify identity and prevent fraud;
to manage bookings, contracts, renewals, and account changes;
to process payments, refunds, and outstanding balances;
to operate and secure our premises and systems;
to handle queries, complaints, and disputes;
to comply with legal and regulatory duties;
to maintain records and support business administration;
to improve our services, policies, and customer experience;
to establish, exercise, or defend legal claims.

We will only use your personal data in ways that are compatible with the purposes for which it was collected, unless we have a valid legal reason to do otherwise.

6. Sharing personal data and processors

We may share personal data with trusted third parties where necessary and lawful. These parties act either as processors, who process data on our instructions, or as independent controllers, who determine their own lawful purposes.

Processors we may use

IT and hosting providers that store or support our business systems.
Payment service providers that process card, direct debit, or other payment transactions.
Identity verification providers that assist with checks needed for security or compliance.
Security service providers that support alarm monitoring, CCTV systems, or access control.
Administrative and accounting providers that help with billing, record keeping, and financial management.
Customer communications providers that support email, SMS, or document delivery services.

We require processors to keep personal data secure, use it only for our instructions, and comply with applicable data protection law. We may also disclose data to professional advisers, insurers, law enforcement, courts, regulators, or other authorities where required or permitted by law.

We do not sell personal data. Where data is shared outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved transfer mechanisms.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. The retention period depends on the type of information and the reason we hold it.

Customer and contract records are generally kept for the duration of the agreement and for a period after it ends.
Financial and tax records are retained for the period required by law.
Security records such as CCTV footage and access logs are retained for a limited period unless needed longer for investigation or legal reasons.
Correspondence and complaints are kept for as long as needed to resolve the matter and maintain appropriate records.

When personal data is no longer required, we will delete it or anonymise it securely. In some cases, we may retain data for longer where necessary to establish, exercise, or defend legal claims.

8. Security of personal data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, monitoring systems, and regular review of our procedures. While we aim to protect all personal data, no system can be guaranteed to be completely secure.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to limitations or exemptions, depending on the circumstances. Your rights include:

The right to be informed about how your data is used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability for data you provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

If we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before withdrawal.

10. Exercising your rights

You may contact us to exercise any of your rights or to ask questions about this Privacy Policy. We may need to verify your identity before responding to your request. We will respond within the timeframe required by law, usually within one month, unless the request is particularly complex.

If you are unhappy with the way we handle your personal data, you also have the right to lodge a complaint with the Information Commissioner’s Office or another relevant data protection authority.

11. Children’s data

Our services are intended for adults and business users. We do not knowingly collect personal data from children unless it is necessary for a lawful purpose and appropriate authorisation has been provided. If we become aware that we have collected data in error, we will take reasonable steps to delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or services. The latest version will apply to all Brent Storage customers in area. We encourage you to review this policy periodically so that you remain informed about how we use your personal data.

By using Brent Storage services, you acknowledge that you have read and understood this Privacy Policy. We are committed to treating your personal data fairly, lawfully, and transparently.