Company Name: Clarecastle Warehousing Limited Lissane East, Clarecastle, Co. Clare Company Number: 71645
PRIVACY & DATA POLICY
This privacy and data policy contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and supervisory authorities in the event you have a complaint.
Clarecastle Warehousing Limited (“we”, “us”) is the operator of the website [www.clarestorage.ie]. We collect, use and are responsible for certain information about you. When we do so, we are regulated under the General Data Protection Regulation which applies across the European Union. We are responsible as ‘controller’ of that personal information for the purposes of those laws. The person responsible for how we handle personal information is Pat Quinn.
THE PERSONAL INFORMATION WE COLLECT AND USE
Personal information provided by you
In the course of operating our self-storage business, we collect personal information when you provide it to us, such as your name, postal address, email address, phone numbers and payment details.
Personal information about other individuals
If you give us information on behalf of someone else as an alternate contact or next of kin, you confirm that the other person has agreed that you can:
- give consent on his/her behalf to the processing of his/her personal data;
- receive on his/her behalf any data protection notices; and
- if relevant, give consent to the transfer of his/her personal data abroad.
Sensitive personal information
We will not usually ask you to provide sensitive personal information. We will only ask you to provide sensitive personal information if we need to for a specific reason, for example, if we believe you are having difficulty dealing with your account due to illness. If we request such information, we will explain why we are requesting it and how we intend to use it.
Sensitive personal information includes information relating to your ethnic origin, religious beliefs, whether you belong to a trade union, your physical or mental health or condition, and whether you have committed a criminal offense. We will only collect your sensitive personal information with your explicit consent.
We do not knowingly collect personal data relating to children under the age of 16. If you are a parent or guardian of a child under the age of 16 and think that we may have information relating to that child, please contact us. We will ask you to prove your relationship to the child but if you do so you may (subject
to applicable law) request access to and deletion of that child’s personal data.
HOW AND WHEN DO WE COLLECT INFORMATION FROM YOU?
We gather information directly from you face to face if you come to our site for information or to sign a storage agreement, over the telephone if you ring us to make an enquiry and if you
We may monitor and record communications with you (such as telephone conversations and emails). We may do this for a number of reasons, such as to check the quality of our customer service, for training purposes, to prevent fraud or to make sure we are complying with legal requirements.
If you visit our storage facility, some personal data may be collected from monitoring devices and systems such as closed-circuit TV (CCTV).
REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION
We rely on a different lawful basis for collecting and using personal data in different situations.
Where you make enquiries about storing with us before you become a customer, we need to collect personal information about you so that we can take steps to enter into a contract with you. Once you have become a customer, we need to collect and use personal information to provide services to you and to claim our right to be paid in return for our services under our standard terms of business/contract with you. This includes collecting and using your personal information to:
- enable us to follow up on enquiries made by you in relation to storing with us in accordance with industry guidelines and to give you our quote;
- prepare a storage agreement with you;
- manage any accounts you hold with us;
- contact you for reasons related to the service you have signed up for or to provide information you have requested;
- deal with payment for our services;
- notify you of any changes to our website or to our services that may affect you; and
- resolve disputes or collect overdue payments.
We collect and use personal information from our customers and staff to comply with our legal obligations. For example, we will take copies of documents that identify you so that we can comply with anti-money laundering and counter-terrorist financing requirements.
Legitimate business interests
Our priority is to make sure we give a high quality and secure service to customers and to follow up effectively on enquiries even though we accept that not all enquiries will lead to a business relationship or contract. We collect personal information to:
- follow up on enquiries in accordance with industry guidelines and provide quotes for storage/details of offers;
- conduct research and analyse website visitor behaviour patterns;
- customise our website and its content to your particular preferences;
- improve our services;
- detect and prevent fraud;
- prevent offensive, inappropriate or objectionable content being sent to or posted on our websites or to stop any other form of disruptive behaviour.
It is a key feature of our storage service that we operate CCTV within the storage facility. We collect and process CCTV images
- so, we can fulfil our contractual obligation to deliver a secure self-storage environment;
- to establish whether you are doing something that breaches your contract with us; and
- to assist in the establishment or defence of any crime or other investigation.
If we propose to use your information for any other uses, we will ensure that we notify you first. If we need your consent to use your information for these other purposes, we will give you the opportunity to opt in or to refuse. If you opt in, you will be able to opt out at any time.
When will we contact any other person about you?
If you provide us with details of any other person, we can contact to discuss your account, we may contact that person and discuss and share the details of your account with that person and deal with that person in relation to your account as if that person was you. We may particularly want to do this if we are unable to get in touch with you for any reason. If you change your mind, you can email or write to us and have this person taken off your account as an alternate contact person.
Who your information might be shared with?
We may disclose your personal data to:
- service providers under contract with us to support our business operations, such as fraud prevention, debt collection, payroll, technology services
- credit reference agents;
- law enforcement or government agencies in connection with any investigation to help prevent or detect unlawful activity;
- any person or agency if we need to share that information to comply with the law or to enforce any agreement, we may have with you or to protect the health and safety of any person;
- any person who you have named as a person we can contact to discuss your account;
- any person who is your agent or representative, such as the holder of a power of attorney, a legal guardian or person administering a will;
- any person who we are negotiating with as a potential buyer of our business or property or if we are proposing to merge our business with another business;
- credit card associations if specifically required;
KEEPING YOUR PERSONAL INFORMATION SECURE
We have appropriate security measure in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those people processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable supervisory body of a suspected data breach where we are legally required to do so.
While we will use all reasonable efforts to keep your personal data safe, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us.
TRANSFERS OF YOUR PERSONAL INFORMATION OUT OF THE EEA
We will not transfer your personal data outside of the European Economic Area or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We will usually hold your personal information as a customer or employee on our system for the period we are required to retain this information by applicable Irish law, currently 7 years from the end of our contract.
WHAT RIGHTS DO YOU HAVE?
Under the General Data Protection Regulation, you have a number of important rights. These include the following rights:
- request a copy of your information which we hold (subject access request);
- require us to correct any mistakes in your information which we hold;
- require the erasure of personal information concerning you in certain situations
- object in certain other situations to our continued processing of your personal information;
- restrict our processing of your personal information in certain circumstances;
- object to decisions being taken by automated means which produce legal effects concerning you or which affect you significantly; and
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to a third party in certain situations.
Further information on each of these rights is available from the Citizens Information, http://www.citizeninformation.ie
Please contact us if you would like to exercise any of these rights
HOW TO CONTACT US
The General data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority. The supervisory authority In Ireland is the Data Protection Commissioner who may be contacted at http://www.citizensinformation.ie or telephone 076104800 or LoCall 1890 252 231
We may change this Privacy Notice from time to time. You should check this policy occasionally to ensure you are aware of the most recent version.
If you would like this policy in another format (for example: large print, audio or braille) please contact us.