Privacy notice - self-storage

Workspace Group PLC with ICO registration number Z614866 and its wholly owned subsidiary companies (together “Workspace”, “we”, “us” or “our”) are registered as data controllers with the UK Information Commissioner’s Office. 

See here for details of “WhichWorkspace Group companies are Data Controllers?”

Your privacy is important to us and we are committed to safeguarding your information and being transparent about how we use your information to improve our services for the benefit of all our customers, website and mobile application users.

Why does Workspace require personal information from Customers of Self-Storage by Workspace?

We use personal information to provide Self-Storage by Workspace, our service for customers to purchase a license to store their goods in one of our self-storage units at our Kennington Park storage facility. We use personal information to respond to enquiries, process bookings, conduct identity verification checks, process payments and billing arrangements, manage online accounts on our self-storage platform, contact customers in relation to their use of a self-storage unit, provide ongoing customer support, maintain the security of our sites and storage facilities, and to comply with our legal and regulatory obligations, including through our preferred third-party service providers acting on our behalf.

These activities fall under our contractual obligations with the named customer and are in our legitimate business interests to have knowledge of the individuals on our premises for health and safety, security and site management purposes, and to meet our legal obligations.

What type of personal information does Workspace collect?

• The information we require for the purposes of providing Self Storage by Workspace are names and contact details, such as email address, home address, landline or mobile numbers, photographic identification, payment card details and billing address, and, where applicable, copies of insurance documentation.
• We obtain this information directly from you, including when you submit enquiries directly to us. We may also obtain this information directly from you when you purchase a license to use a self-storage unit, create or manage your online account on our self-storage platform and when you enter into a self-storage license agreement, in each case, through our online self-storage platform operated on our behalf by a third-party service provider, Stora.  
• When you purchase a license to use a self-storage unit, your payment card details and billing address are processed by our third-party payment service provider, Stripe, on our behalf. Workspace receives confirmation of payments you have made but does not receive or store your payment card or billing information itself.
• You will also be required to undertake identity verification when purchasing a license to use a self-storage unit. Identity verification is undertaken by our third-party service provider, Stripe, on behalf of Workspace. Identity verification is in the form of submission of a valid form of photographic identification (such as a passport or driving license). Workspace does not receive or store copies of identity documents submitted for verification but may receive confirmation of the outcome of that verification.
• Where customers choose to provide their own insurance cover in respect of the goods they store in a self-storage unit, Workspace will collect and review copies of any insurance certificates, policy schedules, cover notes and related correspondence (which may contain your personal data, such as name, contact details and address) to verify compliance with the terms of a customer’s license agreement with us. Workspace may retain copies of insurance documentation provided.
• Where individuals attend our self-storage facility, CCTV images and recordings may be captured for safety and security purposes
• We create records comprising the transaction history, invoices paid and these can relate to individuals where a self-storage unit is taken in an individual’s name rather than a corporate entity. We also keep records of customer account details, booking history, license agreements and communications regarding your use of a self-storage unit. 

Will Workspace use the personal information it collects to market to me?

We may use your contact details to send you marketing and promotional materials where we are permitted by law to do so.  Generally, we will send marketing to prospective customers and past and present users of our Services on the basis that this is in our legitimate interest in connection with running our business and does not materially impact your rights, freedom or interests. You may ask us to stop using your contact details for marketing communications at any time.  

See “Privacy Notice for marketing Workspace Services” for full details.

How will Workspace share my information?

We use a third-party service provider, Stora, to host and manage our online self-storage platform. Personal information (excluding payment card details and billing address) provided by you through our online self-storage platform is processed by Stora on our behalf. 

When you purchase a license to use a self-storage unit, Stora, acting on our behalf, will share your name, email address and mobile number which you provided during the booking process with DS Security Group Limited. DS Security Group Limited own and operate StorID, a mobile application which provides you with secure access to our self-storage facility and your individual self-storage unit. 

These third-party service providers process personal information on our behalf under written contractual arrangements requiring them to protect personal information and only process it in accordance with our instructions, except where they act as an independent controller.

We may also disclose your personal information to legal or regulatory authorities, including HMRC, local authorities, local Trading Standards when required by law and the Police for criminal or terrorist investigations.

We may from time to time need to disclose your personal information to our insurers, insurance brokers or claims administrators in order to process a claim made by you under the terms of your license agreement with us.

Will my personal information be sent outside the European Economic Area?

Your personal information will generally be stored and processed within the UK and/or the European Economic Area (EEA).

We use third-party service providers to support the delivery of Self-Storage by Workspace. In some circumstances, these providers may transfer, store or process personal information outside the UK or EEA. Where personal information is transferred outside the UK, we will confirm with our third party service providers that appropriate transfer mechanisms and safeguards are in place to protect your personal information and that any transfers are made in accordance with applicable data protection laws, including the UK GDPR, the Data Protection Act 2018 and, where applicable, the EU GDPR.

For how long will Workspace hold my personal information?

• In general, we retain financial records including invoices for seven years to meet HMRC requirements. 
• Information relating to individual licences to store goods in a self-storage unit are held for six years from termination of the license agreement.

Your privacy rights and how to contact us

If you have any questions, comments or concerns about how we handle your personal information, then you may contact us by clicking Contact us link on the Workspace website that directed you to this Privacy Policy.  Alternatively, you can contact us regarding this Privacy Policy at Workspace Group PLC, Centro One, 39 Plender Street, London, NW1 0DT, c/o the Data Protection Officer or through the Workspace Website at www.workspace.co.uk/contact-us.

Changes to our Privacy Policy and/or Cookies Policy

We are committed to protecting the confidentiality of your personal information and to complying with all data protection laws.  Whether you supply your personal information online, by email or in a letter, by phone or text, we will never use or share it without a lawful reason to do so. We will never sell your personal information.

See “Will Workspace change its Privacy Policy or any of its Privacy Notices?” for full details.