Privacy Notice

Updated 25/05/18

At Swallowfields Self Storage Limited, protecting your privacy and personal data is of utmost importance. We recommend carefully reading this Privacy Policy as it explains who we are, what data we collect and how it is controlled, processed, handled and protected, and your rights and choices in line with the General Data Protection Regulations (GDPR).

Should you have any questions or issues pertaining to this Privacy Policy, please send us an email at info@swallowfields-storage.co.uk.

Who we are

Swallowfields Self Storage Limited is the controller of the data that is obtained from you. Swallowfields Self Storage Limited is registered in England and Wales (Company No. 9195193). Our registered office and contact details are located below:

Unit 1 Swallowfield Farm,

Middleton Road,

Middleton Stoney,

Bicester,

Oxfordshire,

OX25 4TB

Tel: 01869 254100

Email: info@swallowfields-storage.co.uk

What data we collect and how it is collected

We collect personal data from you when you provide it to us in any of the following cases:

  • Visit and browse our website
  • Post or message us on our website or social media platforms
  • Use our online store
  • Contact us via email, phone, post, online contact form, or social media
  • View our site in person
  • Sign a license agreement with us for storage
  • Participate in surveys or competitions
  • Provide feedback or submit reviews

The personal data that we collect from you will be based on the purpose for which you have contacted us or provided us with the information. The data collected could include:

  • Name
  • Email
  • Full postal address
  • Phone number(s)
  • Photo identification and proof of address
  • Value and summary of the goods you are storing
  • Payment details
  • Contact details of other people who may be contacted in an emergency, or who have access to your storage unit
  • IP addresses
  • CCTV images and video recording
  • Demographic information, such as postcode, preferences and interests and website usage data (see Cookies Policy)

When providing us with the information of other people (e.g. an emergency contact), you are confirming that they have agreed to let you give consent, on their behalf, to our processing of their personal data in line with this Privacy Policy.

How this data is used

The personal data collected from you will be used based on the purpose for which you have provided us with the information. We may use your data to:

  • Respond to any enquiry made by you with our quotations and further information
  • Complete a license agreement and enter into a contract with you
  • Set up sufficient insurance cover when required
  • Fulfil any orders made in person or through our online store
  • Verify your identity and address
  • Send invoices to you and collect payments from you
  • Rectify any disputes or issues that arise
  • Notify you with information, goods or services related to the service you have signed up for
  • Notify you about any changes made to our goods, services, or website
  • Improve and personalise the service that we offer to you
  • Carry out polls and surveys
  • Comply with legal obligations (e.g. prevention of fraud, theft or crime)

To ensure the safety and security of our self-storage facility and all visitors or customers on site, we have CCTV recording in operation on site at all times. We deem CCTV to be vital to our business, and we make it clear to visitors and customers of the scheme through signage and visibility of CCTV camera monitors in the reception area.

You have a right to request CCTV images made of you and can do so by sending an email to info@swallowfields-storage.co.uk.

Why we collect this data

We only process your personal data in line with the lawful bases set out in the GDPR. We may process your personal data:

  • For a specific purpose when you have given us clear consent – you have the right to withdraw consent by contacting us on the details above
  • To fulfil any contract we have with you, or because you have asked us to take specific steps prior to entering into a contract with you
  • To comply with the law, e.g. in matters relating to HMRC or a government authority
  • If it is in our legitimate interests or the legitimate interests of a third party, e.g. the operation of CCTV on site in order to ensure the safety and security of customers and their belongings, as well as other employees and visitors on site, and to ensure that contractual obligations are not being broken
  • If it is in the vital interests of visitors, customers, or employees on site, e.g. if someone’s life is at risk

How the data is stored and how long it is stored for

We keep your personal data for the duration that you remain a customer with us, and then for up to 6 years after the termination of our contract in order to comply with the law. Some personal data may be deleted earlier than this. Data that we obtain from any customer enquiry will be kept for up to 12 months in order to facilitate any further correspondence, e.g. if you contact us at a later point after your initial enquiry.

We have implemented security measures to protect your data against unauthorised or unlawful processing and against accidental loss or destruction of, or damage to, personal data and to comply with data protection laws. We only allow access to your personal data to authorised persons, and only when there is an authentic reason for allowing such access. Such authorised persons are trained in how to handle personal data securely and confidentially.

We use strong physical and electronic safeguards to keep your data secure from unauthorised access, for example, limiting access to areas where physical copies of data may be held and using secure storage to protect these, and using firewall and encryption technology to protect electronically stored data.

We transfer data within our business and with our suppliers and service providers, e.g. payment providers or self-storage software. For providers that are based outside the European Economic Area, we use appropriate legal safeguards to ensure your data is protected.

Who the data is shared with

We will never lease, distribute, sell or otherwise disclose your personal information to third parties unless we have your permission, or the law requires us to. In order to operate our business, we do work with third party suppliers and service providers so that they can process data on our behalf, but only after ensuring that they meet our stringent standards. We will only provide the minimal information to them in order to allow them to provide services to us or facilitate providing services to you.

The third-party suppliers may include:

  • Trusted advisers, e.g. insurance providers, legal, debt recovery and investigators, accountancy and auditors
  • Government and law enforcement agencies
  • Self-storage software
  • Email software

Your rights and choices

Under the GDPR, you have a number of rights available to you, including the right to:

  • Access the personal data we hold about you, which can be requested by submitting a Subject Access Request (SAR) – we may require you to prove your identity with two approved forms of identification
  • Require our rectification of inaccurate or incomplete personal data that we hold about you
  • Be informed about the way we collect and use your personal data
  • Request the erasure of your personal data when it is no longer necessary for us to retain it
  • Request the restriction of our processing of personal data in certain circumstances
  • Data portability, whereby your personal data must be easily movable, copiable, or transferable from one IT environment to another in a safe, secure and human-readable way
  • Object to the automatic processing of your data when it produces a legal or similarly significant effect on you

Cookie policy

A cookie is a small file placed on your computer which enables our website to identify your computer as you view our different pages.

Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see information like how many people use the website and what pages they tend to visit.

We may use cookies to:

  • Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions
  • Identify whether you are signed in to our website. A cookie allows us to check whether you are signed in to the site
  • Test content on our website. For example, 50% of our users might see one piece of content, the other 50% a different piece of content
  • Store information about your preferences. The website can then present you with information you will find more relevant and interesting
  • To recognise when you return to our website. We may show your relevant content, or provide functionality you used previously

We also use Google Analytics in order to analyse our web traffic. Google Analytics uses advertising cookies in order to facilitate:

  • Analysis of our web traffic and the actions they take whilst on the site
  • Google Analytics Demographics and Interest Reporting
  • Integrated services that require Google Analytics to collect data for advertising purposes, including the collection of data via advertising cookies and identifiers.

You can opt-out of these Google Analytics Advertising Features through Google Ads Settings, Ad Settings for mobile apps, or any other available means. Google offers a Google Analytics Opt-out Browser Add-on, available here.

Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.

Controlling cookies

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies.

However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.

Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it.

Links from our site

Our website may contain links to other websites.

Please note that we have no control of websites outside the swallowfields-storage.co.uk domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.

How to contact us

We welcome any questions or comments you may have about this Privacy Policy. You can email us at info@swallowfields-storage.co.uk, or call us on 01869 254100. Alternatively, you can get in touch with us via post at the following address:

Unit 1 Swallowfield Farm,

Middleton Road,

Middleton Stoney,

Bicester,

Oxfordshire,

OX25 4TB