Privacy Policy - Edenpark Storage

Edenpark Storage is committed to protecting the privacy and personal data of all customers in area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with applicable data protection laws, including the UK GDPR and the EU GDPR where relevant. It applies to all Edenpark Storage customers in area, including prospective customers, account holders, authorised users, visitors, and anyone whose personal data is processed in connection with our storage services.

1. Who We Are

For the purposes of data protection law, Edenpark Storage acts as the data controller for personal data that we collect and process in relation to our storage services, customer accounts, billing, security, and site operations. This means we determine the purposes and means of processing your personal data.

2. Personal Data We Collect

We collect only the information that is necessary, relevant, and proportionate to provide our services, manage our business, and meet legal obligations. The categories of personal data we may collect include:

Identity information: name, title, date of birth, and identification details where required for verification.
Contact information: billing address, correspondence address, email address, and telephone number.
Account information: customer reference numbers, booking details, unit size, payment status, and service preferences.
Financial information: payment records, transaction details, and partial card or bank details processed through secure payment systems.
Security and access information: entry logs, access card or code data, CCTV footage, and site visit records.
Communication records: emails, messages, call notes, complaints, and feedback.
Technical data: IP address, device information, browser type, and limited log data where systems record such information for security or maintenance purposes.

We do not intentionally collect special category data unless it is provided to us by you voluntarily and is necessary for a specific lawful purpose, such as handling an accommodation request or legal claim. Where such data is received, it is handled with additional safeguards and only where permitted by law.

3. How We Use Personal Data

We use personal data to operate our storage services and manage our relationship with customers in area. This includes:

setting up and managing accounts;
verifying identity and preventing fraud;
processing payments and refunds;
providing access to storage units and maintaining site security;
responding to enquiries, complaints, and service requests;
sending administrative notices about contracts, billing, or policy updates;
meeting legal, regulatory, tax, and accounting obligations;
protecting the rights, property, and safety of Edenpark Storage, customers, staff, and visitors;
improving our services, systems, and security controls.

We will only process your data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose and the law allows this.

4. Lawful Basis for Processing

We rely on one or more lawful bases under GDPR to process personal data. These include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes account creation, storage provision, billing, service administration, and access management.

Legal Obligation

We process data where required to comply with legal obligations, including tax, accounting, fraud prevention, regulatory compliance, and lawful requests from public authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Our legitimate interests include site security, CCTV monitoring, service improvement, business administration, internal record keeping, and defending legal claims.

Consent

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

Vital Interests

In rare circumstances, we may process personal data where necessary to protect someone’s vital interests, such as in an emergency on site.

5. Sharing and Processors

We may share personal data with trusted third parties that support the operation of Edenpark Storage. These organisations act as processors when they process personal data on our behalf and under our instructions. Such processors may include:

payment service providers;
IT hosting and cloud service providers;
security and CCTV service providers;
customer relationship management and communications platforms;
accounting, audit, and record-keeping services;
maintenance, repair, and facilities support providers;
professional advisers such as lawyers, insurers, or consultants;
public authorities, law enforcement, or courts where required by law.

All processors are required to handle personal data securely, use it only for the agreed purpose, and apply appropriate technical and organisational measures. We do not sell personal data.

6. International Transfers

Where personal data is transferred outside the UK or the EEA, we ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other legally approved mechanisms. We take steps to ensure that transferred data receives a level of protection essentially equivalent to that required under GDPR.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting obligations. Retention periods vary depending on the type of data and the purpose of processing. In general:

customer account and contract records are retained for the duration of the contract and for a reasonable period afterwards;
payment and financial records are retained in line with tax and accounting requirements;
security records, including access logs and CCTV footage, are retained for short periods unless needed for investigation, safety, or legal reasons;
correspondence and complaint records are retained as long as necessary to resolve the matter and maintain appropriate records;
data collected with consent is retained until consent is withdrawn or the data is no longer needed.

When personal data is no longer required, we will delete, anonymise, or securely destroy it.

8. Data Security

We use appropriate organisational and technical measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, staff confidentiality obligations, and regular review of security procedures. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

9. Your Rights

Subject to conditions and exemptions under GDPR, you have the following rights regarding your personal data:

Right of access: you may request a copy of the personal data we hold about you;
Right to rectification: you may ask us to correct inaccurate or incomplete information;
Right to erasure: you may request deletion of your data where there is no lawful reason for us to continue processing it;
Right to restriction: you may ask us to limit processing in certain circumstances;
Right to data portability: you may request that we provide certain data in a structured, commonly used format;
Right to object: you may object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time;
Right to lodge a complaint: you may complain to the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to any rights request. We will respond within the time limits required by law.

10. Automated Decision-Making

We do not make decisions based solely on automated processing that produce legal or similarly significant effects on customers in area. If this changes, we will provide appropriate information and safeguards as required by law.

11. Children

Edenpark Storage services are intended for adults and business users. We do not knowingly collect personal data from children under the age required for independent consent under applicable law unless it is necessary and lawfully provided by a parent, guardian, or authorised representative.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, practice, or our services. Any updated version will apply from the date it is made available. We encourage customers to review the policy periodically so they remain informed about how we process personal data.

By using Edenpark Storage services, you acknowledge that you have read and understood this Privacy Policy. This policy applies to all Edenpark Storage customers in area. We are committed to handling personal data fairly, lawfully, and transparently, with respect for your privacy at every stage of our service relationship.