This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe in compliance with the General Data Protection Regulations (GDPR) (EU) 2016/679.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Oakham Storage uses your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
When you are using the Oakham Storage website, Oakham Storage is the data controller.
How We May Collect and Process Your Data
The GDPR (EU) 2016/679 law on data protection sets out a number of different reasons for which a company may collect and process your personal data:
Consent
In specific situations, we can collect and process your data with your consent. For example, when you tick a box to receive email newsletters.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
Contractual obligations
In certain circumstances, we need your personal data to comply with our contractual obligations.
Your address and contact details are held within Xero, our accounting software package which is GDPR compliant.
Legal compliance
If the law requires us to, we may need to collect and process your data. For example, we can pass on details of people involved in fraud or other criminal activity affecting Oakham Storage to law enforcement.
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
When you fill in a booking form we collect your personal data.
When you’ve given a third party permission to share with us the information they hold about you.
When you visit our premises which usually have CCTV systems operating for security. These systems may record your image during your visit.
Accounts
Your account has the details of your name, gender, date of birth, billing/delivery address, email and telephone number.
Details of your interactions with us through our office may also be collected, including notes from conversations, complaints or comments, and how and when you contact us.
If you wish to change how we use your data, you’ll find details in the “What are my rights?” section below.
If you choose not to share your personal data with us, or refuse certain contact permissions, we may not be able to provide some services/orders you’ve asked for.
How We’ll Use Your Personal Data and Why
- To lease you storage space.
- To comply with our legal obligations.
- Your details will not be passed to a third party, except where required in a legal capacity.
- To respond to your queries, refund requests and complaints.
- To maintain records of communications with you.
- To protect our business and your account from fraud and other illegal activities.
- To protect our customers, premises and assets from crime through CCTV systems.
- To process payments and prevent fraudulent transactions.
- To prevent or detect unlawful acts.
- To send relevant, personalised communications by post.
- To send communications required by law or necessary to inform you about changes to our services.
Data Security and Retention
We regularly monitor our systems for possible vulnerabilities and attacks, and carry out penetration testing to strengthen security.
Whenever we collect or process your personal data, we’ll only keep it for as long as necessary for the purpose for which it was collected.
At the end of the retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data for statistical analysis and business planning.
We may also be required to disclose your personal data to the police, enforcement, regulatory or Government bodies upon a valid request. Such requests are assessed on a case-by-case basis.
What Are Your Rights?
You have the right to request:
- Access to the personal data we hold about you, free of charge in most cases.
- Correction of your personal data when incorrect, out of date or incomplete.
- Deletion of the data we hold about you in specific circumstances.
- A computer file in a common format (CSV or similar) containing personal data you have previously provided.
- Transfer of your information to another entity where technically possible.
- That we stop consent-based processing of your personal data after you withdraw consent.
You can contact us by post, email or telephone to exercise these rights.
If we choose not to action your request, we will explain the reasons for our refusal.
Your Right to Withdraw Consent
Whenever you have given us consent to use your personal data, you have the right to change your mind and withdraw that consent.
Where we rely on legitimate interest, you can ask us to stop processing your data for reasons connected to your individual situation. We must then do so unless we have a legitimate overriding reason to continue processing your personal data.
Checking Your Identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Complaints
If you feel that your data has not been handled correctly, or you are unhappy with our response to requests regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Telephone: 0303 123 1113
Website: www.ico.org.uk/concerns