Privacy Policy - Falconwood Storage

This Privacy Policy explains how Falconwood Storage collects, uses, stores, shares, and protects personal data in connection with our storage services. It applies to all Falconwood Storage customers in area, including prospective customers, current customers, authorised representatives, and any individual whose personal data we process in the course of providing our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018 where applicable. We encourage all users to read this policy carefully to understand how their information is used.

1. Data We Collect

We collect only the personal data that is necessary for the purposes described in this policy. The categories of information we may collect include:

Identity data: name, title, date of birth, and any identification details used to verify identity.
Contact data: postal address, email address, and telephone number.
Account and service data: booking details, storage unit information, access permissions, payment status, rental terms, and correspondence related to your account.
Transaction data: payment records, billing history, refunds, and financial references necessary to process and record payments.
Security data: CCTV footage, access logs, entry records, and incident reports where applicable for site security and safeguarding.
Technical data: limited information about how you interact with our digital systems, such as device information or log data, where needed for security and service maintenance.
Communications data: messages, complaints, queries, and records of contact with our team.

We do not intentionally collect special category data unless it is provided by you or required for a specific legal or operational reason. If such data is processed, we will only do so where a lawful basis exists and appropriate safeguards are in place.

2. How We Use Personal Data

Falconwood Storage uses personal data for the following purposes:

to provide storage services and manage customer accounts;
to verify identity and authorise access to storage facilities;
to process bookings, renewals, payments, and administrative requests;
to communicate service notices, contractual updates, and account information;
to maintain the safety and security of our premises, staff, customers, and property;
to detect, prevent, and investigate fraud, misuse, or unauthorised access;
to comply with legal obligations, including tax, accounting, and regulatory requirements;
to handle disputes, claims, complaints, and legal proceedings; and
to improve our services, systems, and operational efficiency.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

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

Performance of a Contract

We process personal data when it is necessary to enter into or perform our storage agreement with you. This includes managing your account, providing access to a unit, taking payment, and communicating about the service.

Legal Obligation

We may process personal data where necessary to comply with legal requirements, such as maintaining financial records, meeting tax obligations, or responding to lawful requests from 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. Examples include protecting our premises, preventing fraud, improving service delivery, and managing business operations. Where required, we balance our interests against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example for specific optional communications or where the law requires consent for a particular processing activity. When consent is used, you may withdraw it at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in operating our business. These parties act as processors or, in some cases, independent controllers. We only share data when necessary and under appropriate contractual or legal safeguards.

Processors may include:

payment service providers who process card or other payment transactions;
IT service providers that host, maintain, or secure our systems;
customer service platforms and communication tools used to manage enquiries;
security providers, including CCTV or alarm monitoring services;
accounting, audit, and record-keeping providers;
professional advisers such as lawyers, insurers, and consultants;
delivery or logistics partners where required for operational support.

Each processor is required to protect your data, act only on our instructions where applicable, and implement appropriate technical and organisational security measures. We do not sell personal data.

We may also disclose data where necessary to comply with a legal duty, to enforce our terms, to protect the rights, property, or safety of Falconwood Storage, our customers, or others, or in connection with a corporate transaction such as a merger or transfer of business assets.

5. Data Retention

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

Customer account and contract records: retained for the duration of the relationship and for a period after it ends where needed for legal or contractual claims.
Payment and accounting records: retained in line with tax and financial record-keeping requirements.
Security records: retained for a limited period unless needed for an incident investigation, legal claim, or regulatory purpose.
Correspondence and complaints: retained for as long as needed to resolve the issue and for a reasonable period afterwards.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, encryption where appropriate, staff training, limited user permissions, secure storage, and regular review of systems and procedures.

Although we work hard to protect personal data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that affects your rights or freedoms, we will respond in accordance with applicable legal obligations.

7. Your Rights

Subject to legal limits, you have several rights regarding your personal data. These may 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 in certain circumstances.
Right to restriction: to ask us to limit how we use your data in certain cases.
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, to withdraw that consent at any time.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so we can try to resolve them promptly.

8. Children’s Data

Our services are intended for adults and business users. We do not knowingly collect personal data from children unless it is incidentally provided in connection with a lawful service arrangement or incident. If we learn that we have collected data inappropriately, we will take steps to delete it where required.

9. International Transfers

If personal data is transferred outside the UK or other relevant jurisdictions, we will ensure that appropriate safeguards are in place to protect the information in accordance with applicable law. These safeguards may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or operational needs. Any updates will apply from the date they are published or otherwise communicated. We encourage you to review this policy periodically to remain informed about how we handle personal data.

11. Summary of Our Commitment

Falconwood Storage is committed to respecting your privacy and processing personal data responsibly. We collect only what is necessary, use it for clear and lawful purposes, retain it for appropriate periods, share it only with trusted processors or where required by law, and uphold your rights under data protection law. Our approach is based on transparency, security, and accountability.

This Privacy Policy applies to all Falconwood Storage customers in area.