Privacy Policy - Arkley Storage

Last updated: This Privacy Policy explains how Arkley Storage collects, uses, stores, shares, and protects personal data. It applies to all Arkley Storage customers in area, including individuals and businesses who use our storage services, request information, or otherwise interact with us in connection with those services.

1. Introduction

Arkley Storage is committed to protecting personal data and respecting privacy rights. We process personal information in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). This Privacy Policy describes what data we collect, why we collect it, the lawful bases we rely on, how long we keep it, which service providers may process it on our behalf, and the rights available to individuals.

For the purposes of this policy, personal data means any information relating to an identified or identifiable person. Depending on the circumstances, this may include name, address, contact details, identification details, payment information, access records, and communication history.

2. Data We Collect

We collect only the personal data that is necessary for providing storage services, managing our operations, meeting legal obligations, and maintaining security. The types of information we may collect include:

Identity details such as name, title, and customer account information.
Contact details such as email address, telephone number, billing address, and correspondence address.
Service information such as storage unit details, booking records, move-in and move-out dates, access dates, and customer preferences.
Payment and transaction information such as invoices, payment status, partial payment records, and billing history.
Security and access information such as gate or entry logs, CCTV footage where used, incident reports, and records relating to site access.
Communication records such as emails, call notes, complaint details, service requests, and feedback.
Technical information if you interact with digital services, including IP address, browser type, device data, and usage logs where relevant.

We may collect data directly from you when you complete forms, sign an agreement, make a payment, contact us, or visit our premises. We may also receive information from third parties where necessary, for example payment processors, identity verification providers, insurers, legal advisers, or debt recovery services.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide and manage storage services;
to create and maintain customer accounts;
to process payments, refunds, and billing;
to communicate about bookings, agreements, service updates, and account matters;
to verify identity where necessary;
to maintain site safety, security, and fraud prevention;
to respond to enquiries, complaints, and disputes;
to comply with legal, regulatory, tax, and accounting obligations;
to defend or establish legal claims;
to improve our services, operations, and customer experience.

We do not use personal data for unrelated purposes that would be incompatible with the reason it was collected, unless permitted by law or with appropriate notice and, where required, consent.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under GDPR. Depending on the activity, the legal basis may be one or more of the following:

4.1 Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes setting up accounts, managing storage services, processing payments, and delivering contractual notices.

4.2 Legal Obligation

We process personal data where necessary to comply with legal obligations, including accounting, tax reporting, safety requirements, record keeping, and responding to lawful requests from authorities.

4.3 Legitimate Interests

We may process personal data where it is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and freedoms. Legitimate interests may include protecting our premises, preventing fraud, managing business operations, improving services, and resolving disputes. We carry out balancing assessments where required.

4.4 Consent

In limited cases, we may rely on your consent, for example where local law requires consent for certain optional communications or specific uses of data. When consent is the lawful basis, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the reason for holding it.

Customer and contract records are kept for the duration of the relationship and for a further period where needed for disputes, claims, or compliance.
Payment and accounting records are retained for the period required under tax and financial laws.
Security records such as access logs or CCTV footage are retained only for a limited period unless needed for investigation, loss prevention, or legal purposes.
Communication records may be kept for as long as necessary to respond to enquiries, preserve evidence, or manage the service relationship.

When data is no longer required, we will delete it securely or anonymise it so that it no longer identifies you.

6. Processors and Sharing of Data

Arkley Storage may share personal data with trusted processors who act on our behalf and only under our instructions. These service providers help us operate efficiently and may include:

payment processing providers;
accounting and bookkeeping providers;
IT hosting, software, and system support providers;
security and surveillance service providers;
customer communications and administration providers;
legal, audit, insurance, and professional advisers;
debt recovery or credit control providers where required.

We ensure that processors are bound by appropriate contractual obligations to protect personal data, use it only for permitted purposes, and implement suitable technical and organisational security measures.

We may also disclose personal data where necessary to comply with law, enforce agreements, protect rights, respond to lawful requests, or prevent harm. If personal data is transferred outside the jurisdiction where GDPR protections apply, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, where required.

7. Data Security

We take appropriate steps to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff training, limited permissions, monitoring, and physical security controls.

While we strive to protect your data, no system is completely secure. In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take action in accordance with applicable law, which may include notifying the relevant supervisory authority and affected individuals where required.

8. Your Rights

Subject to applicable law, you may have the following rights regarding your personal data:

Right of access to obtain a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure in certain circumstances, sometimes called the right to be forgotten.
Right to restrict processing in certain situations.
Right to object to processing based on legitimate interests and to direct marketing where applicable.
Right to data portability for data processed by automated means based on consent or contract, where applicable.
Right to withdraw consent where processing is based on consent.
Right not to be subject to automated decision-making where such decisions have legal or similarly significant effects, unless permitted by law.

To exercise these rights, you may submit a request using the channels made available by Arkley Storage. We may need to verify your identity before responding. We will respond within the time required by law, unless an extension is permitted due to complexity or volume.

9. Children’s Data

Our storage services are intended for adults and business users. We do not knowingly collect personal data from children except where required in connection with lawful service administration and with appropriate authority from a parent, guardian, or authorised representative, where applicable.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or operational practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

11. General Statement

Arkley Storage processes personal data fairly, lawfully, and transparently. We are committed to collecting only what we need, keeping it secure, retaining it for no longer than necessary, and respecting the rights of every individual whose data we process. This policy is designed to reflect GDPR principles and to support responsible data handling across all relevant customer relationships in area.