Privacy Policy - Loxford Storage

Loxford Storage is committed to protecting the privacy and personal data of all customers who use our services in the area. This Privacy Policy explains how we collect, use, share, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Loxford Storage customers in area, including prospective customers, current customers, and former customers.

1. Who we are

Loxford Storage provides storage-related services to individuals and businesses. For the purposes of data protection law, we are the data controller for the personal data we process in connection with our services. This means we decide why and how your personal data is used.

2. Personal data we collect

We only collect data that is relevant and necessary for providing our services, managing our relationship with you, and meeting legal obligations. The types of personal data we may collect include:

Identity details such as your name, title, and date of birth where needed.
Contact details such as address, email address, and telephone number.
Account and transaction details such as billing records, payment status, and service history.
Access and security information such as entry records, key holder details, and site access logs.
Communication records such as emails, messages, complaints, and service enquiries.
Verification information where required to confirm identity or prevent fraud.
Technical information such as device and system data if you interact with our digital services.

We do not intentionally collect special category data unless you choose to provide it to us or unless it is necessary for a specific legal reason. If we do collect such data, we will only do so where the law allows and where appropriate safeguards are in place.

3. How we use your data

We use personal data for the following purposes:

To provide and manage storage services.
To set up and administer customer accounts.
To process payments, invoices, and refunds.
To communicate with you about your account or service arrangements.
To maintain security and manage access to our facilities.
To detect and prevent fraud, misuse, or other unlawful activity.
To comply with legal, regulatory, and tax obligations.
To handle complaints, disputes, and claims.
To improve our services, systems, and customer experience.

We will only use your personal data in ways that are fair, lawful, and transparent.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of your personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing storage access, taking payments, and supporting your account.

Legal obligation

We may process data where needed to comply with the law, such as record-keeping, tax compliance, anti-fraud obligations, or responding to lawful requests from public authorities.

Legitimate interests

We may process 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. Examples include protecting our premises, improving services, maintaining business records, and managing security incidents. We always balance our interests against your rights before relying on this basis.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data sharing and processors

We may share your personal data with trusted third parties where necessary for the purposes described in this Policy. Some of these third parties act as processors, meaning they process data on our behalf and under our instructions. We require all processors to handle personal data securely and in line with data protection law.

Examples of processors or service providers may include:

Payment processors that handle card or electronic payments.
IT and cloud service providers that host systems, store records, or support communications.
Security providers that support monitoring, alarms, or access control systems.
Accountancy and administrative providers that support financial reporting and business administration.
Professional advisers such as lawyers, insurers, or auditors where necessary.

We may also disclose personal data to law enforcement, regulators, courts, or other authorities where required by law or where necessary to establish, exercise, or defend legal rights.

We do not sell your personal data.

6. International transfers

If any service provider processes personal data outside the UK, we will ensure that appropriate safeguards are in place. These may include approved contractual clauses, adequacy regulations, or other lawful transfer mechanisms. We will only transfer data where suitable protections exist.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and then we securely delete or anonymise it. The exact retention period depends on the type of information and the reason it is held.

Customer account records are usually kept for the duration of the service relationship and for a period afterward to manage queries or disputes.
Financial and tax records are retained for the period required by law.
Security and access records are kept only as long as necessary for safety, operational, or investigative purposes.
Correspondence and complaints may be retained for a reasonable period to evidence communications and resolution.

When we no longer need personal data, we take steps to delete it securely or remove identifiers so that it no longer relates to an identifiable person.

8. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality duties, and regular review of our systems and procedures. While no system can be guaranteed completely secure, we take reasonable steps to protect your information.

9. Your rights

As a data subject, you have a number of rights in relation to your personal data. These rights may be subject to certain legal conditions and exemptions. Your rights 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 data where there is a legal basis to do so.
Right to restriction – to ask us to restrict how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data protection rights have not been respected.

10. Children’s data

Our services are generally intended for adults and business users. We do not knowingly collect personal data from children unless it is necessary and lawful in the context of providing services or meeting legal obligations.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this Policy periodically so you remain informed about how we process your information.

12. Summary of our commitments

Loxford Storage will only process personal data where we have a lawful basis, will keep it no longer than necessary, will use trusted processors under appropriate safeguards, and will respect your rights under data protection law. We are committed to handling personal data fairly, securely, and transparently for all customers in the area.