Privacy Policy

We take your privacy very seriously and we ask that you read this privacy policy carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and supervisory authorities in the event you have a complaint.

WHO WE ARE

U Storeall Limited is the operator of the website www.ustoreall.co.uk. We collect, use and are responsible for certain information about you. When we do so, we are regulated under the General Data Protection Regulation which applies across the European Union (including the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. The person responsible for how we handle personal information is the Company Director, info@ustoreall.co.uk.

THE PERSONAL INFORMATION WE COLLECT AND USE

Personal information provided by you
In the course of operating our self storage business, we collect personal information when you provide it to us, such as your name, postal address, email address, phone numbers, date of birth, driving licence, passport, identity card, utility bills and DVLA licence summary.

We also collect personal information from you if you apply for a job with us or work for us for any period of time. In this context, personal information we gather may include: contact details, financial and payment details, details of education, qualifications and skills, marital status, nationality, NI number, job title, and CV.

Personal information provided by third parties
We may receive information from suppliers or contractors in relation to your contract with U Storeall Limited for example, reserving a unit or vehicle hire. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. If you apply for a job with us, we may receive information from the people who provide references.

Personal information about other individuals
If you give us information on behalf of someone else as an alternate contact, referee or next of kin, you confirm that the other person has agreed that you can:

• give consent on his/her behalf to the processing of his/her personal data;
• receive on his/her behalf any data protection notices; and
• if relevant, give consent to the transfer of his/her personal data abroad.

We would require any third party acting on your behalf to provide verification of their identity in the form of passports, driving licence or similar. Additionally we may contact you directly by phone to ask you a question on the data which you hold – for example something that only YOU would know.

Sensitive personal information
We will not usually ask you to provide sensitive personal information. Sensitive personal information may include details of motoring offences. We will only ask you to provide sensitive personal information if we need to for a specific reason, for example, if we believe you are having difficulty dealing with your account due to illness. If we request such information, we will explain why we are requesting it and how we intend to use it.

Children
We do not knowingly collect personal data relating to children under the age of 16. If you are a parent or guardian of a child under the age of 16 and think that we may have information relating to that child, please contact us. We will ask you to prove your relationship to the child but if you do so you may (subject to applicable law) request access to and deletion of that child’s personal data.

HOW AND WHEN DO WE COLLECT INFORMATION FROM YOU?

We gather information directly from you face to face if you come to our site for information or to sign a storage agreement and over the telephone if you ring us to make an enquiry. We collect personal information via our website and mobile applications or ‘Apps’ and other technical systems. We collect this when you use our website or Apps to sign up to, participate in or receive a service from us, such as requesting a quote online or entering a live chat. Our website also uses cookies (see “Use of cookies” section below) and collects IP addresses (which means a number that can uniquely identify a specific computer or other device on the internet). We also collect personal information when you contact us, send us feedback or post material to our website.

If you visit our storage facility, some personal data may be collected from monitoring devices and systems such as closed circuit TV (CCTV) and door entry systems at the site.

Use of cookies
A cookie is a small text file which is placed onto your computer (or other electronic device such as a mobile telephone or tablet) when you use our website. We use session cookies on our website. They contain information that is used within your current browser session. These cookies are automatically deleted when you close your browser. Nothing is persisted on your machine beyond the time you spend on the site. Web analytics cookies, from our partners Google and Adobe, allow us to track customer interaction within the site which tells us the number of visitors to the various parts of the site. This information is only processed in a way which does not identify you individually.

REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION

We rely on a different lawful basis for collecting and using personal data in different situations.

Contracts
Where you make enquiries about storing with us before you become a customer, we need to collect personal information about you so that we can take steps to enter into a contract with you. Once you have become a customer, we need to collect and use personal information to provide services to you and to claim our right to be paid in return for our services under our standard terms of business/contract with you. This includes collecting and using your personal information to:

• enable us to follow up on enquiries made by you in relation to storing with us in accordance with industry guidelines and to give you our quote;
• prepare a storage agreement with you and arrange insurance cover if required;
• manage any accounts you hold with us;
• contact you for reasons related to the service you have signed up for or to provide information you have requested;
• deal with payment for our services;
• notify you of any changes to our website or to our services that may affect you; and
• resolve disputes or collect overdue payments.

If you apply for a job with us, we will collect and use personal information to process your application and check references. If you are an employee we will collect and use your personal information to enter into an employment contract with you and to administer the employment relationship, including making payments to you, accounting for tax, ensuring safe working practices, monitoring and managing staff access to systems and facilities, monitoring absences and performance and conducting assessments. Employee personal data may be processed to protect the “Vital Interests” of the employee e.g. in a life or death situation we would use your personal medical or emergency contact information without your consent.

Legal obligations
We collect and use personal information from our customers and staff to comply with our legal obligations. For example, we will take copies of documents that identify you so that we can comply with anti-money laundering and counter-terrorist financing requirements.

Legitimate business interests
Our priority is to make sure we give a high quality and secure service to customers and to follow up effectively on enquiries even though we accept that not all enquiries will lead to a business relationship or contract. We collect personal information to:

• follow up on enquiries in accordance with industry guidelines and provide quotes for storage/details of offers;
• conduct research and analyse website visitor behaviour patterns;
• customise our website and its content to your particular preferences;
• improve our services;
• detect and prevent fraud;
• prevent offensive, inappropriate or objectionable content being sent to or posted on our websites or to stop any other form of disruptive behaviour.

It is a key feature of our storage service that we operate CCTV within the storage facility. We collect and process CCTV images

• so we can fulfil our contractual obligation to deliver a secure self storage environment;
• to establish whether you are doing something that breaches your contract with us; and
• to assist in the establishment or defence of any crime or other investigation.

When will we contact any other person about you?
If you provide us with details of any other person we can contact to discuss your account, we may contact that person and discuss and share the details of your account with that person and deal with that person in relation to your account as if that person was you. We may particularly want to do this if we are unable to get in touch with you for any reason. If you change your mind, you can email or write to us and have this person taken off your account as an alternate contact person (see “Personal information about other individuals”).

If you provide us the details of a person who we can contact for a job reference, we may contact that person in connection with your job application.

Who your information might be shared with
We may disclose your personal data to:

• service providers under contract with us to support our business operations, such as fraud prevention, debt collection, payroll, technology services;
• our insurers and insurance brokers if you take out insurance cover through us;
• law enforcement or government agencies in connection with any investigation to help prevent or detect unlawful activity;
• any person or agency if we need to share that information to comply with the law or to enforce any agreement we may have with you or to protect the health and safety of any person;
• any person who you have named as a person we can contact to discuss your account;
• any person who is your agent or representative, such as the holder of a power of attorney, a legal guardian or person administering a will;
• any person who we are negotiating with as a potential buyer of our business or property or if we are proposing to merge our business with another business;
• credit card service provider.

If we pass data on to insurers, they may enter your data onto a register of claims which is shared with other insurers to prevent fraudulent claims. If we use an outside party to process your information, we will require them to comply with our instructions in connection with the services they provide for us and not for their own business purposes.

KEEPING YOUR PERSONAL INFORMATION SECURE

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those people processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

All of our self storage and van hire details are stored locally on site within our paper filing system as well as with our service provider Store-IT which are locked at a specialised data centre in Amsterdam. Store-IT (the service provider) are in the process of obtaining (ISO 27001). This ISO certification focuses on data handling and data security.

Archive storage client details are stored both electronically with our accounts service provider Sage and locally within our paper filing system.

Emails are saved on our on site server plus the customer file if necessary.

Employee details are stored on payroll service provider Sage plus HMRC and pension provider Nest. We also have personal data on the local business servicer and personnel record files.

We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable supervisory body of a suspected data breach where we are legally required to do so.

While we will use all reasonable efforts to keep your personal data safe, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us.

Our website contains links to websites and applications owned and operated by other people and businesses. These third party sites have their own privacy policies and use their own cookies and we recommend that you review them before you provide them with personal information. They will tell you how your personal information is collected and used whilst you are visiting these other websites. We do not accept any responsibility or liability for the content of these sites or the use of your information collected by any of these other sites and you use these other sites at your own risk.

TRANSFERS OF YOUR PERSONAL INFORMATION OUT OF THE EEA

We will not transfer your personal data outside of the United Kingdom OR European Economic Area or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?

We will keep some records for as long as we are legally required to do so, for example we are required to keep financial records for a minimum of 6 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with service contracts with you the customer or employment contract with an employee. In general we will endeavour to keep data only for as long as it is required, this means we will delete it when it is no longer needed.

WHAT RIGHTS DO YOU HAVE?

Under the General Data Protection Regulation you have a number of important rights. These include the following rights:

• The right to access personal data we hold on you
• The right to correct and update the personal data we hold on you
• The right to have your personal data erased
• The right to object to processing of your personal data or to restrict it to certain purposes only
• The right to data portability
• The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
• The right to lodge a complaint with the Information Commissioner’s Office.

Further information on each of these rights is available from the Information Commissioner’s Office.

If you would like to exercise any of these rights, please:

• email, call or write to us (see ‘How to contact us’ below)
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
• let us know the information to which your request relates, including any account or reference numbers, if you have them

We will not charge any fee for any of these services in most cases.

HOW TO CONTACT US

Please contact us if you have any questions about this privacy policy or the personal data we hold about you, or to exercise all relevant rights, queries or complaints to:- The Data Controller at U Storeall Limited, Cheerbrook Farm, Newcastle Road, Nantwich, CW5 7EL or email us at info@ustoreall.co.uk.

The General data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority which is the Information Commissioner’s Office.

For further information on the General Data Protection Regulations or to lodge a complaint you can contact the Information Commissioners Office at https://ico.org.uk/concerns/ or telephone 0303 123 1113.

CHANGES TO THE PRIVACY POLICY

We keep this Privacy Policy under regular review and we will place any updates on the www.ustoreall.co.uk and paper copies will be available to view at our registered office.

This Privacy Notice was published on 1 May 2018.