Privacy Policy

O’Brien Container Storage Ltd & O’Brien Storage Ltd

Document Control

1. Introduction

O’Brien Container Storage Ltd and O’Brien Storage Ltd (“O’Brien Storage”, “we”, “our” or “us”) are committed to protecting your privacy and ensuring that your personal information is processed fairly, lawfully and transparently.

We recognise that when you store your belongings with us, you also trust us with your personal information. Protecting that information is an important part of the service we provide.

This Privacy Policy explains:

• what personal information we collect;
• why we collect it;
• how we use it;
• who we share it with;
• how long we keep it;
• how we protect it; and
• your rights under UK data protection legislation.

This Privacy Policy has been prepared in accordance with:

• the UK General Data Protection Regulation (UK GDPR);
• the Data Protection Act 2018; and
• the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), as amended.

1.1 Relationship with our Storage Licence Agreement

This Privacy Policy explains how O’Brien Container Storage Ltd and O’Brien Storage Ltd collect, use, store and protect your personal information.

It does not form part of any storage licence agreement or other contract between you and us, nor does it amend, replace or override the terms of any storage licence agreement.

Where you enter into a storage licence agreement with us, that agreement governs the storage services we provide. This Privacy Policy applies solely to the processing of your personal information in accordance with applicable data protection legislation.

Nothing in this Privacy Policy affects your statutory rights or the contractual terms agreed between you and O’Brien Container Storage Ltd or O’Brien Storage Ltd.

2. Who We Are

This Privacy Policy applies to the following companies:

• O’Brien Container Storage Ltd
• O’Brien Storage Ltd

Throughout this document these companies are collectively referred to as O’Brien Storage.

We provide secure self-storage facilities for domestic and business customers, including:

• Internal self-storage units
• Shipping container storage
• Personal storage
• Business storage
• Archive storage
• Student storage
• Commercial storage

Where one company provides services on behalf of the other, your personal information may be processed by either company where necessary for the administration of your storage agreement.

3. Scope of this Privacy Policy

This Privacy Policy applies whenever you:

• Visit our website.
• Request a quotation.
• Make an enquiry.
• Telephone us.
• Email us.
• Visit one of our storage facilities.
• Reserve a storage unit.
• Enter into a storage licence agreement.
• Make a payment.
• Contact us through social media.
• Subscribe to marketing communications.
• Apply for employment with us.

It also applies to information collected through:

• CCTV systems.
• Electronic gate access systems.
• PIN access systems.
• Vehicle access records.
• Automatic Number Plate Recognition (ANPR) systems where installed.

4. Information We Collect

The information we collect depends on how you interact with us and the services you request.

4.1 Personal Information

This may include:

• Full name
• Postal address
• Email address
• Telephone numbers
• Company name (where applicable)
• Emergency contact details (where provided)

4.2 Storage Information

When you enquire about or rent a storage unit we may collect information including:

• Reservation details
• Storage licence agreement information
• Storage unit number
• Move-in and move-out dates
• Customer correspondence
• Customer account history
• Storage history

4.3 Identity Verification

Where appropriate, we may request proof of identity to:

• Verify customer identity.
• Prevent fraud.
• Protect customer property.
• Meet contractual obligations.
• Comply with legal or regulatory requirements.

Identification documents are only retained where necessary and are stored securely.

4.4 Payment Information

We use GoCardless to securely collect Direct Debit payments.

Where you choose to pay by Direct Debit, your payment details are processed securely by GoCardless in accordance with their own privacy policy and security standards.

We do not store your full bank account details or payment card information on our own systems.

Payment history, invoices and account information are securely managed within our business systems.

4.5 Customer Records

Customer records are securely managed using Storman, our self-storage management software.

Storman is used to administer:

• Customer enquiries
• Reservations
• Storage licence agreements
• Customer accounts
• Unit occupancy
• Payment records
• Customer communications
• Account history

4.6 Website Information

When you visit our website we may automatically collect technical information including:

• IP address
• Browser type
• Operating system
• Device type
• Pages viewed
• Time and date of visits
• Referring websites
• Cookies and similar technologies

This information helps us maintain the security of our website, improve performance and understand how visitors use our services.

4.7 Site Security Information

To protect our customers, staff and property we operate security systems including:

• CCTV
• Electronic gate access
• PIN access systems
• Vehicle access records
• Automatic Number Plate Recognition (ANPR), where installed

These systems help us maintain site security, investigate incidents and assist law enforcement where appropriate.

Security information is only accessed by authorised personnel or where disclosure is required by law.

5. How We Use Your Personal Information

We only collect and process personal information where we have a lawful reason to do so. The information we collect enables us to provide our self-storage services, manage customer accounts, maintain the security of our facilities and comply with our legal obligations.

5.1 Providing Storage Services

We use your personal information to:

• Respond to enquiries.
• Provide quotations.
• Reserve storage units.
• Prepare and administer storage licence agreements.
• Manage customer accounts.
• Arrange move-ins and move-outs.
• Communicate with you about your storage.
• Provide customer support.

To administer your storage licence, we may use your personal information to communicate with you about payments, access arrangements, renewals, account changes, notices issued under the terms of your licence, and other matters directly related to the storage services we provide.

5.2 Managing Customer Accounts

Your information helps us to:

• Maintain accurate customer records.
• Manage unit occupancy.
• Record customer communications.
• Update account information.
• Manage waiting lists where applicable.
• Resolve customer enquiries and complaints.

5.3 Processing Payments

We use your information to:

• Process payments.
• Collect Direct Debit payments through GoCardless.
• Produce invoices and receipts.
• Monitor payment status.
• Recover outstanding debts where necessary.

5.4 Maintaining Site Security

We use information collected through our security systems to:

• Protect customers, visitors and staff.
• Protect customer property.
• Prevent crime and anti-social behaviour.
• Investigate incidents.
• Monitor access to our storage facilities.
• Assist law enforcement agencies where appropriate.

This may include CCTV recordings, gate access records, PIN access records and ANPR records where installed.

5.5 Improving Our Services

We may use information to:

• Improve customer service.
• Analyse website performance.
• Improve our facilities.
• Develop new services.
• Monitor customer satisfaction.
• Improve operational efficiency.

Where possible, statistical information is anonymised and does not identify individual customers.

5.6 Legal and Regulatory Compliance

We may process personal information where necessary to:

• Comply with legal obligations.
• Respond to lawful requests from public authorities.
• Prevent fraud.
• Protect our legal rights.
• Enforce our contractual terms.
• Resolve legal disputes.

6. Our Lawful Basis for Processing

Under UK GDPR we must have a lawful basis for processing personal information.

Depending on the circumstances, we rely on one or more of the following lawful bases.

6.1 Performance of a Contract

Most of the information we process is necessary to enter into or fulfil a storage licence agreement with you.

This includes:

• Managing reservations.
• Administering your storage agreement.
• Processing payments.
• Contacting you regarding your account.
• Providing access to your storage unit.

6.2 Legal Obligation

We process certain information where required to comply with applicable laws and regulations.

Examples include:

• Financial and accounting records.
• Tax obligations.
• Fraud prevention.
• Responding to lawful requests from regulators or law enforcement agencies.

6.3 Legitimate Interests

We may process personal information where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.

Examples include:

• Maintaining site security.
• CCTV monitoring.
• Operating access control systems.
• Preventing fraud.
• Recovering unpaid accounts.
• Improving our services.
• Business planning.
• Website security and maintenance.
• Internal administration.

6.4 Consent

Where required by law, we will ask for your consent before:

• Sending certain marketing communications.
• Using non-essential website cookies.
• Processing personal information where consent is the appropriate lawful basis.

You may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

7. Systems We Use

To provide our services securely and efficiently, we use carefully selected software providers and business systems.

7.1 Storman

Storman is our secure self-storage management system.

It is used to manage:

• Customer enquiries.
• Reservations.
• Storage licence agreements.
• Customer accounts.
• Unit occupancy.
• Payment records.
• Customer communications.
• Customer history.

7.2 GoCardless

We use GoCardless to securely process Direct Debit payments.

Where customers choose to pay by Direct Debit, payment information is processed securely by GoCardless in accordance with their own privacy policy and security standards.

7.3 Microsoft 365

Microsoft 365 is used for:

• Business email.
• Secure document storage.
• Internal communications.
• Business administration.

Appropriate security measures are used to help protect information stored within Microsoft 365.

7.4 CCTV and Security Systems

Our storage facilities operate CCTV and electronic access systems to help maintain the security of our premises.

These systems may include:

• CCTV cameras.
• Electronic gates.
• PIN access systems.
• Vehicle access records.
• ANPR technology where installed.

7.5 Website Services

Our website and associated services are provided through trusted suppliers who assist with website hosting, maintenance, security and performance monitoring.

These providers only process personal information where necessary to deliver their services.

8. Who We Share Your Information With

We treat your personal information as confidential.

We do not sell your personal information to third parties.

Where necessary, we may share information with trusted organisations that help us operate our business.

These may include:

• Storman.
• GoCardless.
• Microsoft.
• IT support providers.
• Website hosting providers.
• Insurance providers.
• Accountants and auditors.
• Professional legal advisers.
• Banks and payment providers.
• Debt recovery agencies.
• Government departments.
• HM Revenue & Customs.
• Law enforcement agencies where legally required.
• Regulatory authorities where disclosure is required by law.

We only share the minimum information necessary for the relevant purpose.

All organisations processing information on our behalf are expected to maintain appropriate security standards and comply with applicable data protection legislation.

9. Marketing Communications

From time to time we may contact you regarding:

• New services.
• Special offers.
• Promotions.
• Storage availability.
• Business updates.

We will only send marketing communications where permitted by law.

You may opt out of marketing communications at any time by:

• Clicking the unsubscribe link included in our emails.
• Contacting us directly.
• Updating your communication preferences.

Please note that opting out of marketing communications will not prevent us from sending important service messages relating to your storage agreement or account.

10. Cookies

Our website uses cookies and similar technologies to improve your browsing experience and help us understand how visitors use our website.

Cookies may be used to:

• Remember your preferences.
• Improve website performance.
• Monitor website usage.
• Maintain website security.
• Support essential website functionality.

Where required by law, we will ask for your consent before placing non-essential cookies on your device.

You can manage or disable cookies through your web browser settings. However, disabling certain cookies may affect the functionality of our website.

Further information is available in our separate Cookie Policy.