Privacy Policy - Grovepark Storage

This Privacy Policy explains how Grovepark Storage collects, uses, stores, shares, and protects personal data relating to customers, prospective customers, visitors, and other individuals who interact with our services. It applies to all Grovepark Storage customers in area and is intended to provide clear information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Grovepark Storage provides storage services and related customer support. For the purposes of data protection law, Grovepark Storage is the data controller of the personal data described in this policy. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We collect only the personal data that is necessary for the provision and management of our storage services, compliance with legal obligations, and protection of our legitimate business interests. The types of data we may collect include:

Identity data such as your name, title, and date of birth where needed.
Contact data such as postal address, email address, and telephone number.
Account and transaction data such as payment records, invoices, service history, and billing information.
Contract data such as lease or storage agreement details, access records, and customer correspondence.
Security data such as CCTV footage, gate or access logs, alarm records, and incident reports.
Technical data such as device information and limited online usage data if you interact with our digital systems.
Communication data such as enquiries, complaints, service requests, and feedback.

We generally do not seek to collect special category personal data. If such data is inadvertently provided to us, we will treat it with additional care and process it only where a lawful basis applies and, where required, an additional condition under data protection law is met.

3. How We Collect Your Data

We may collect personal data directly from you when you complete forms, enter into a storage agreement, make payments, contact us, or otherwise use our services. We may also collect data from:

Payment service providers and banking intermediaries.
Identity verification providers, where required for fraud prevention or legal compliance.
Security systems, including CCTV and access control systems.
Publicly available sources or third parties where necessary to verify information or protect our rights.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the context, we may rely on one or more of the following:

Contract

We process your data where it is necessary to enter into or perform a contract with you, including setting up your storage account, managing access, processing payments, and delivering customer support.

Legal Obligation

We process certain data to comply with legal and regulatory obligations, such as accounting requirements, tax rules, fraud prevention measures, and health and safety obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include protecting our premises, preventing misuse, securing our property, improving our services, managing disputes, and maintaining accurate records. Where we rely on legitimate interests, we consider the potential impact on you and apply safeguards to protect your privacy.

Consent

In limited cases, we may process personal data based on your consent, for example if we use non-essential communication preferences or optional marketing activities. Where consent is used, you have the right to withdraw it at any time.

Vital Interests

In rare situations, we may process personal data where it is necessary to protect someone’s vital interests, such as in an emergency affecting health or safety.

5. How We Use Your Personal Data

We use personal data for the following purposes:

To provide and manage storage services.
To verify identity and prevent fraud.
To process payments and issue invoices.
To administer contracts and maintain customer records.
To monitor and improve security at our premises.
To handle enquiries, complaints, and disputes.
To comply with legal and regulatory duties.
To analyse service performance and improve operations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose. If we need to use it for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.

6. Data Sharing and Processors

We may share personal data with carefully selected third parties where necessary to run our business and provide our services. These third parties may act as processors or, in some cases, as separate data controllers. We require all processors to process personal data only on our instructions, to protect it appropriately, and to comply with data protection law.

Examples of processors and service providers may include:

Payment processors that handle card or electronic payments.
IT and cloud service providers that store or support our records and systems.
Security service providers that help operate access control, alarms, or CCTV systems.
Accountancy and bookkeeping providers that support financial administration.
Customer service and communication providers that help manage customer interactions.
Legal, insurance, or professional advisers where disclosure is necessary to obtain advice or manage claims.

We may also disclose personal data to public authorities, regulators, law enforcement agencies, courts, or other third parties where required by law or where disclosure is necessary to protect our rights, customers, staff, or property.

7. International Transfers

If any processor or service provider transfers personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or another lawful transfer mechanism recognised under data protection law.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. The retention period depends on the type of data and the reason for processing.

Contract and account data are generally retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial records are retained for the period required by tax and accounting law.
Security records such as access logs or CCTV footage are retained only for as long as needed for security, incident management, or investigation.
Enquiry and correspondence records are kept for as long as necessary to respond to your request and maintain business records.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in accordance with our retention practices.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to legal conditions or exceptions. They include the right to:

Access your personal data and receive a copy of it.
Rectification of inaccurate or incomplete information.
Erasure of your personal data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent where we rely on consent to process your data.

You also have the right to raise concerns about how your data is handled and to seek redress through the appropriate supervisory authority if you believe your rights have been infringed.

10. Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, staff training, secure storage, encryption where appropriate, and regular review of our security practices. While no system can be guaranteed to be completely secure, we work diligently to maintain a level of protection appropriate to the risks involved.

11. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from individuals under the age of 18 except where necessary in connection with a customer account or legal obligation. If we become aware that we have collected data improperly, we will take appropriate steps to delete it or process it lawfully.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we handle personal data.

13. Complaints

If you are concerned about the way we have handled your personal data, we encourage you to raise the matter with us so that we can address it. You also have the right to lodge a complaint with the relevant data protection authority if you are dissatisfied with our response or believe that your data protection rights have been breached.

Important note: This Privacy Policy applies to all Grovepark Storage customers in area and should be read alongside any storage agreement or related terms that apply to your use of our services.

We are committed to handling personal data fairly, lawfully, and transparently, and to respecting the privacy rights of every customer.

Last updated: 2026-05-14