Privacy Policy - Burroughs Storage

This Privacy Policy explains how Burroughs Storage collects, uses, shares, stores, and protects personal data in connection with our storage services. It applies to all Burroughs Storage customers in area, including individuals and businesses that use our facilities, services, or related administrative processes. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

1. Scope of This Policy

This policy applies to personal data collected when you:

enquire about or sign up for storage services;
enter into a storage agreement or use our facilities;
make payments, submit documents, or manage your account;
communicate with us by phone, email, in person, or through forms;
visit our premises where security measures such as CCTV may be in operation;
interact with us for billing, access management, claims, or customer support.

For the purposes of this policy, personal data means any information that identifies or can be used to identify a living person, either directly or indirectly.

2. Data We Collect

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

Identity and Contact Data

full name;
postal address;
email address;
telephone number;
date of birth where needed for identity verification;
business name and role if you are acting on behalf of a company.

Account and Contract Data

storage agreement details;
unit number and access records;
billing information;
payment history and outstanding balances;
communications relating to your account;
copies of documents required to establish or administer the agreement.

Verification and Security Data

identification documents where required by law or internal security procedures;
vehicle registration details if used for site access or security;
CCTV footage captured on or near our premises for safety and security purposes;
access logs, entry times, and site attendance records.

Technical and Usage Data

limited device or browser information if you use digital services linked to your account;
log data relating to access to online systems;
cookies or similar technologies, where applicable and permitted by law.

We do not intentionally collect special category data unless you voluntarily provide it or it is necessary to establish, exercise, or defend legal claims, or where required by law. You should avoid sending sensitive information unless it is specifically requested.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide storage services and manage your account;
to verify your identity and maintain site security;
to process payments, invoices, refunds, and arrears;
to communicate with you about your storage arrangement;
to enforce contractual terms and manage operational issues;
to prevent fraud, theft, misuse, and unauthorized access;
to comply with legal and regulatory obligations;
to handle complaints, disputes, and insurance or claims matters;
to improve our services, administration, and security procedures.

We only use your data where we have a valid reason to do so and where such use is compatible with the original purpose for which the data was collected.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Burroughs Storage relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, including setting up your storage account, managing access, taking payments, and providing customer support related to the service.

Legal Obligation

We process data where necessary to comply with laws and regulations, such as accounting rules, tax requirements, identity verification obligations, or lawful requests from 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. These interests may include securing our premises, preventing fraud, managing internal administration, maintaining service quality, and protecting our business from loss or misuse. We always consider whether the processing is proportionate and privacy-friendly.

Consent

Where we rely on consent, such as for certain optional marketing or non-essential processing, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Vital Interests

In rare circumstances, we may process data to protect someone’s vital interests, such as where emergency action is needed to protect life or serious harm.

5. Sharing and Processors

We may share personal data with trusted third parties that help us operate Burroughs Storage. These third parties act as processors or, in some cases, independent controllers. We require appropriate data protection terms and safeguards before sharing data.

Processors and service providers may include:

payment service providers and banks for transaction processing;
IT and hosting providers for secure data storage and system support;
security providers, including CCTV or monitoring services;
accounting, audit, and administrative service providers;
customer communication platforms;
professional advisers such as lawyers, insurers, or claims handlers;
maintenance and facilities contractors where access to limited personal data is necessary.

We may also disclose personal data where required by law, court order, or lawful request from public authorities. If Burroughs Storage is involved in a business transfer, merger, acquisition, or restructuring, personal data may be shared with relevant parties subject to confidentiality and data protection safeguards.

We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and our obligations.

Customer account and contract records are typically retained for the duration of the storage relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Security records, such as access logs or CCTV footage, are retained for a limited time unless needed for an investigation, claim, or legal process.
Correspondence and dispute records may be retained until the matter is resolved and for an additional period where needed to protect legal rights.

When data is no longer needed, we securely delete, anonymise, or archive it in line with our retention procedures. Retention periods may be extended where necessary to comply with legal obligations or to establish, exercise, or defend legal claims.

7. International Transfers

If personal data is transferred outside the United Kingdom or the European Economic Area, we ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, where required. We take reasonable steps to ensure the data remains protected to an appropriate standard.

8. Security Measures

We use technical and organisational measures designed to protect personal data against unauthorized access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, staff confidentiality obligations, secure systems, monitoring, and regular review of our procedures. No system can be guaranteed completely secure, but we work to maintain strong protections and improve them where necessary.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data, subject to conditions and exemptions under the law. These rights include:

Right of access - to request a copy of the personal data we hold about you;
Right to rectification - to request correction of inaccurate or incomplete data;
Right to erasure - to request deletion of your data in certain circumstances;
Right to restriction - to request limited processing in certain circumstances;
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;
Right to complain - to raise concerns with a supervisory authority if you believe your data has been handled unlawfully.

If you exercise your rights, we may need to verify your identity before responding. We will respond within the timeframe required by law and may keep certain information where we are legally entitled or required to do so.

10. Children’s Data

Burroughs Storage services are not directed at children. We do not knowingly collect personal data from children unless it is incidental to a customer relationship or required for lawful administrative purposes. If we become aware that we have collected data from a child without a valid reason, we will take appropriate steps to delete or anonymise it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updates will be effective when published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Our Commitment

Burroughs Storage is committed to processing personal data responsibly and transparently. We aim to collect only what we need, use it fairly, keep it secure, and retain it only for as long as necessary. By using our storage services, you acknowledge that your personal data may be processed in accordance with this policy and applicable law.

This Privacy Policy is intended to meet GDPR requirements and applies to all Burroughs Storage customers in area.