Privacy Policy - Edmonton Storage

This Privacy Policy explains how Edmonton Storage collects, uses, stores, shares, and protects personal data in connection with our storage services. It applies to all Edmonton Storage customers in the area, including prospective customers, current customers, former customers, and individuals who interact with us on behalf of a business or household. We are committed to handling personal data in accordance with applicable data protection laws, including the GDPR where it applies.

1. Scope of This Policy

This policy covers personal data collected through rental inquiries, account setup, service delivery, payment processing, access management, customer support, security systems, and any other interaction related to Edmonton Storage services. It also applies where we receive data from third parties acting on your behalf, such as a business representative, payment provider, or insurance provider.

Personal data means any information that identifies or can identify a living person. This may include names, addresses, email addresses, phone numbers, payment details, identification documents, access records, and security footage where applicable.

2. Data We Collect

We collect only the information necessary to provide secure and reliable storage services. The types of data we may collect include:

Identity information: name, date of birth, and identification details when required to verify your identity.
Contact information: address, email address, and phone number.
Account and rental information: unit number, rental dates, payment status, billing records, contract preferences, and communication history.
Payment information: card details, bank details, or payment confirmation information processed through secure payment systems.
Security and access data: gate access logs, entry and exit records, alarm or incident reports, and CCTV recordings where used.
Customer correspondence: emails, notes from support interactions, complaint records, and service requests.
Technical information: device or browser information, IP address, and usage data if collected through digital systems used to manage services.

We do not intentionally collect special category data unless it is necessary and permitted by law. If such data is provided to us accidentally, we will process it only where there is a lawful basis and appropriate safeguards.

3. How We Use Personal Data

Edmonton Storage uses personal data for the following purposes:

to create and manage customer accounts;
to provide storage services and administer rental agreements;
to process payments, refunds, deposits, and billing matters;
to verify identity and prevent fraud or unauthorized access;
to maintain safety, security, and site management;
to respond to enquiries, complaints, and service requests;
to comply with legal, tax, accounting, and regulatory obligations;
to enforce contracts, recover debts, and protect our rights and property;
to improve our services, operations, and customer experience.

We will only use personal data for the purposes for which it was collected unless we reasonably determine that we need to use it for a compatible purpose or a purpose required by law.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the context, Edmonton Storage may rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a storage agreement, manage your unit, process payments, and provide related customer services.

Legal obligation

We may process personal data to comply with legal requirements, including tax, accounting, fraud prevention, and lawful disclosure obligations.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, such as maintaining secure premises, preventing misuse, improving services, and protecting against loss or damage, provided those interests are not overridden by your rights and freedoms.

Consent

In limited cases, we may rely on your consent, for example where local law or specific optional communications require it. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Important note: we do not rely on consent where another lawful basis is more appropriate and legally valid.

5. Sharing and Processors

We may share personal data with trusted third parties that help us operate Edmonton Storage services. These third parties act as processors when they process data on our behalf and under our instructions. We require processors to protect personal data and process it only for authorized purposes.

Examples of processors may include:

payment service providers;
customer relationship or account management providers;
IT hosting, cloud storage, and software support providers;
security and surveillance service providers;
maintenance and facilities management providers;
professional advisers such as accountants, auditors, or legal advisers;
debt recovery or collection services, where permitted by law.

We may also disclose personal data if required by law, court order, regulatory request, or where necessary to protect our customers, staff, property, or legal rights. If a business transfer occurs, such as a sale or restructuring of operations, personal data may be transferred as part of that transaction, subject to applicable legal safeguards.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, and to meet legal, accounting, contractual, and security requirements. Retention periods depend on the type of data and the reason for processing.

Contract and account records: retained for the duration of the storage relationship and for a reasonable period afterward to handle disputes, claims, or administrative matters.
Payment and accounting records: retained for the period required by tax and financial laws.
Security records: retained only as long as needed for site security, incident review, or lawful investigation.
Customer service communications: retained as necessary to resolve issues, maintain records, or comply with legal obligations.

When data is no longer required, we will securely delete, anonymize, or archive it in accordance with our retention procedures.

7. Security Measures

We use reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, restricted permissions, secure storage, staff training, and monitoring of systems and facilities. While no security system is completely risk-free, we work to protect data in a manner appropriate to its sensitivity and the risks involved.

8. International Transfers

If any service provider processes personal data outside the European Economic Area or another jurisdiction with equivalent safeguards, we will ensure appropriate protection through legally recognized transfer mechanisms and, where required, additional security measures.

9. Your Rights

Depending on your location and the applicable law, you may have rights regarding your personal data. These rights may include:

Access: request confirmation of whether we process your data and obtain a copy;
Rectification: ask us to correct inaccurate or incomplete information;
Erasure: request deletion of data in certain circumstances;
Restriction: request limited processing in specific situations;
Portability: request transfer of data you provided to us in a structured format where applicable;
Objection: object to processing based on legitimate interests or direct marketing;
Withdraw consent: withdraw consent where processing is based on consent.

We will not discriminate against you for exercising your rights. Some rights may be limited where processing is necessary to comply with legal obligations, establish or defend claims, or protect the rights of others.

10. Children’s Data

Our storage services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary for lawful contract administration involving a parent, guardian, or authorized representative. If we learn that we have collected data from a child in error, we will take reasonable steps to remove it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is made effective. We encourage customers to review the policy periodically to stay informed about how their information is handled.

12. Summary of Our Commitments

Edmonton Storage is committed to responsible data protection practices. We aim to collect only what is necessary, use it fairly, store it securely, and retain it only for as long as needed. We also strive to respect your privacy rights and to maintain transparency about how personal data is processed.

In short: we process personal data lawfully, securely, and only for legitimate storage-related purposes. This policy applies to all Edmonton Storage customers in the area and is intended to ensure clear, fair, and GDPR-aligned data handling.