Privacy Policy - Fortisgreen Storage

Fortisgreen Storage is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and protect personal information in connection with our storage services. It applies to all Fortisgreen Storage customers in the area, including prospective customers, account holders, visitors, and any individuals whose personal data we process when providing storage-related services.

This policy is designed to meet the requirements of the UK General Data Protection Regulation and other applicable data protection laws. It explains what data we process, why we process it, the legal grounds for doing so, how long we keep it, the third parties that may act on our behalf, and the rights available to you.

1. Data We Collect

We collect only the information needed to operate our storage services, manage our relationship with you, and meet our legal obligations. Depending on how you interact with us, the personal data we process may include:

Identity information such as your name, date of birth, and identity verification details.
Contact details such as your postal address, email address, and telephone number.
Account information such as customer reference numbers, booking records, service preferences, and communication history.
Payment information such as billing details, payment status, and transaction records. We do not normally store full card details where payment is handled by secure payment providers.
Security and access information such as CCTV footage, entry logs, site access records, and incident reports.
Device and technical information where relevant, including IP address, browser type, and basic usage data collected through digital systems.
Special category data only where strictly necessary and permitted by law, and usually only in exceptional circumstances.

We may also receive data from third parties where appropriate, for example fraud prevention services, identity verification providers, payment processors, or public authorities when legally required.

2. How We Use Your Data

We process personal data for the following purposes:

to set up and manage your storage account;
to provide storage services and related support;
to verify your identity and prevent misuse or fraud;
to process payments and manage billing;
to maintain the safety and security of our sites, customers, staff, and property;
to communicate with you about your account, service changes, or important notices;
to meet legal, regulatory, insurance, and tax obligations;
to investigate complaints, disputes, or incidents;
to establish, exercise, or defend legal claims.

We will only use your data where we have a valid reason to do so and where the use is fair, necessary, and proportionate.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each activity involving personal data. Fortisgreen Storage relies on the following lawful bases:

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes creating your account, providing storage services, managing payments, and delivering customer support.

Legal Obligation

We may process data where we must comply with legal requirements, such as accounting rules, tax obligations, anti-fraud obligations, health and safety requirements, or lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include site security, CCTV monitoring, fraud prevention, service improvement, record keeping, and protecting our property and customers. Where we rely on legitimate interests, we assess the balance between our interests and your privacy rights.

Consent

In limited situations, we may rely on your consent, for example where the law requires it for a specific optional activity. If we ask for consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

4. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, contractual, and operational requirements. Retention periods vary depending on the type of information and the reason it was collected.

Account and contract records are usually retained for the life of the agreement and for a period after the relationship ends.
Payment and billing records are retained as required by tax and accounting laws.
Security records such as CCTV footage or access logs are retained for a limited period unless needed longer for an investigation, claim, or legal obligation.
Correspondence and complaints may be kept for a reasonable period to manage disputes and ensure accurate records.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

5. Processors and Data Sharing

We may share personal data with trusted third parties who process information on our behalf. These parties act as processors and are only permitted to use your data according to our instructions and under appropriate safeguards.

Processors may include:

payment service providers;
identity verification and fraud prevention providers;
IT and cloud service providers;
customer communication platforms;
security and CCTV system suppliers;
professional advisers such as lawyers, accountants, and auditors;
debt recovery or collections partners where required;
regulatory bodies, law enforcement, courts, or public authorities when disclosure is legally required.

We require processors to implement appropriate technical and organisational measures to protect personal data. We do not sell your personal data.

In some cases, data may be transferred outside the United Kingdom. Where this happens, we ensure suitable safeguards are in place, such as adequacy regulations, approved contractual clauses, or equivalent legal protections.

6. Security of Your Data

We take security seriously and use reasonable measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, encryption, staff training, monitoring, and secure storage practices. Although no system can be guaranteed completely secure, we continuously review our safeguards to reduce risk.

7. Your Rights

You have a number of rights under data protection law. These rights apply subject to certain conditions and exemptions:

Right of access – you may ask for a copy of the personal data we hold about you.
Right to rectification – you may request correction of inaccurate or incomplete data.
Right to erasure – you may ask us to delete your data in certain circumstances.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request certain information in a structured, commonly used, machine-readable format.
Right to object – you may object to processing based on legitimate interests or to direct marketing where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

8. Complaints and Supervisory Authority

If you are concerned about how your personal data is handled, we encourage you to raise the issue through the appropriate customer process so that we can review it. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will take effect when published or otherwise communicated as required. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.

By using Fortisgreen Storage services, you acknowledge that you have read and understood this Privacy Policy. We are committed to handling your information lawfully, fairly, and transparently while maintaining the trust of our customers in the area.