Controller

Dainton is the controller and responsible for your personal data.

This privacy notice is issued on behalf of Dainton’s Group so when we mention “Dainton”, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in Dainton’s Group responsible for processing your data.

We have appointed a Data Protection Manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights please contact the Data Protection Manager using the details set out in the ‘How to contact us’ section below.

The data Dainton collects about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you at different times when performing different activities which we have grouped together follows:

When requesting information – If you enquire via our website we will request the following personal data from you; first name, surname, email address, telephone number, geographical location and your preferences in receiving marketing from us and our third parties and your communication preferences

When obtaining a quote – If you request a quote in person at one of our facilities or over the telephone we will collect the following personal data from you; title, first name, surname, email address, telephone number, the potential start date of the service to begin, how long you will require the service, how you heard about us and whether the service is for a domestic or a commercial purpose.

When reserving a unit – In addition to the personal information we will have collected from you when requesting information or when obtaining a quote we will now request your postal address and the confirmed start date of when the service is to begin.

When starting a contract – When starting your contract in addition to the information we have already gathered from you in accordance with this privacy policy, we will ask for your payment details (which may include bank account or payment card details), date of birth, insurance information and copies will be taken of two forms of ID, one of these must be photographic ID such as passport or driving licence and the other proof of residence in the form of a bank statement or utility bill less than 3 months old.

When visiting one of our facilities – If you visit one of our self-storage or portable building facilities, some personal data may be collected from monitoring devices and systems such as closed circuit TV (CCTV) and gate entry systems at the site (see the ‘CCTV’ section below).

When applying for a job with us – If you apply for a job with us or work for us for any period of time, the personal information we gather will include; contact details, previous employment and references, financial and payment details, details of education, qualifications and skills, marital status, nationality, NI number, job title and emergency contact.

When using our website – We use cookies on our website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website and to record or log whether you have seen particular messages that we display. If you use our website we will also gather your Technical Data.

We refer to the above categories of data in the ‘How does Dainton use your personal data?’ section.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate the data collected when using our website to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How does Dainton collect your personal data?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us the data we collect when requesting information, when obtaining a quote or when reserving a unit by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • apply for our products or services;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; and
  • give us some feedback or contact us

• Automated technologies or interactions. As you interact with our website, we may automatically collect data about your equipment, browsing actions and patterns by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see Our Cookie Policy Page for further details.

• Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
  • Technical Data from the following parties:
    • analytics providers such as Google based outside the UK;
    • advertising networks; and
    • search information providers.
  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services. Identity and Contact Data from data brokers or aggregators.
  • Identity and Contact Data from publicly availably sources such as Companies House based inside the UK.

If you do not wish to submit information via our web site, you may contact us by email data.protection@dainton.com.

How does Dainton use your personal data?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.

When working for us – We will collect and use your personal information to enter into an employment contract with you and to manage the employment relationship, including making payments to you, accounting for tax, ensuring safe working practices, monitoring and managing staff access to systems and facilities, monitoring absences and performance and conducting site audits.

Marketing

If you have opted to receive marketing information via our website or when starting a contract, we will only contact you by the option you have selected i.e. email, post, SMS or telephone to advise you of any promotional offers, discounts, new products or services regarding our self-storage & portable building facilities. Where you have opted to receive marketing information by email, your email address, first name and surname will be transferred securely to our third party email provider who send out the marketing emails on our behalf.

We will obtain your express opt-in consent before we share your personal data with any company outside of Dainton for marketing purposes.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Opting-out

You may opt-out of receiving marketing at any time by emailing data.protection@dainton.com.

All of the marketing emails contain an unsubscribe link, allowing the recipient to unsubscribe from any future marketing.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you would like an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Will your personal information be shared with anyone else?

We may have to share your personal data with the parties set out below for the purposes set out in the table above:

• Internal Third Parties as set out in the Glossary;
• External Third Parties as set out in the Glossary;
• service providers who are under contract with us to support our business operations, such as debt collection, payroll, technology services, transport services;
• our insurers and insurance brokers if you take out insurance cover through us or if a claim is placed against Dainton by yourself. If we pass data on to insurers, they may enter your data onto a register of claims which is shared with other insurers to prevent fraudulent claims;
• law enforcement or government agencies if in connection with any investigation to help prevent or detect unlawful activity; and
• third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Will your personal data be transferred abroad?

Dainton does not process any personal data in countries other than the UK. However, some of our service providers may (from time to time) hold personal data on data centres located in other countries. If your personal data is to be transferred from within the UK to outside the UK, we will only make that transfer if a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

How will your personal data be kept secure?

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long will your personal information be kept?

We will usually hold your personal information as a customer or employee on our system for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data, see your right to ‘Request erasure’ below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

What are your rights regarding personal data?

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are explained below.

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with UK law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

CCTV

CCTV systems are installed (both internally and externally) in premises for the purpose of enhancing security of the building and its associated equipment as well as creating an alertness among the occupants, at any one time, that a surveillance security system is in operation within and/or in the external environs of the premises during both the daylight and night hours each day.

The objectives for the installation of CCTV systems are to:

• protect Dainton’s buildings and assets, both during and after work hours;
• assist with the deterrence, prevention and detection of crime and offenders;
• provide primary evidence, where appropriate, in regard to legal proceedings that may ensue following criminal activities or civil breaches;
• to give greater assurance of the safety and wellbeing of staff, contractors and visitors; and
• promote the health and safety of staff, contractors and visitors.

CCTV privacy notices are on display in the reception areas and other locations of the building and perimeter fencing and gates alerting people to the fact that CCTV is in use throughout the building. These signs provide details of who to contact for further information about the scheme.

Images and video recordings captured on CCTV will not be kept for longer than necessary, typically this is up to 60 days and is then automatically overwritten. However on occasions there may be a need to keep images and video recordings for longer, for example where an incident is being investigated.

Website Use

Third-party links – This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We and organisations connected with us have a social media presence for the purpose of engaging with you. If you enable such connections or choose to communicate your personal data to us via third-party websites or social media, please remember that we do not control of these third-party websites and are not responsible for their privacy statements. When you leave our website or interact with us on social media, we encourage you to read the privacy policy of every website of forum that you visit or use.

Cookies – We use cookies to store small amounts of data on your computer, mobile phone or other devices you use to browse our sites. Our Cookie Policy Page explains what cookies are, how and why we use them and how you can control their use. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Accessibility – If you are having any issues accessing or using any part of the site please contact business@dainton.com and we will try our best to accommodate your requirements for information.

Other websites – Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over those websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Applicants Personal Information

How your information will be used

As part of our recruitment process, Dainton will collect and process personal data relating to job applicants.

This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information from interviews and phone-screenings you may have;
• information about your current level of remuneration, including benefit entitlements; and
• information about your entitlement to work in the UK.

We may collect this information in a variety of ways. For example, data might be contained in application forms or CVs (including when these are sent to us as part of speculative applications or queries) or collected through interviews or other methods of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer has been made to you.

Data will be stored in a range of different places, including on your application record, in our HR management systems and our email system, digitally and or hard format.

Who has access to the data?

Your information may be shared internally within Dainton for the purposes of the recruitment process. This includes members of the Senior Management team, interviewers involved in the recruitment process and managers in the area with a vacancy.

We will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. We will then share your data with former employers in order to obtain references.

For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, the organisation will keep your personal data on file for 12 months in case there are future employment opportunities for which you may be suited. If you don’t want us to do this, you can opt out by emailing us at data.protection@dainton.com.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.

How to contact us

Please contact us if you have any concerns or queries regarding our privacy policy, our use of cookies or any other aspect of our web site:

• 01626 837014
• data.protection@dainton.com
• Dainton Group Services Limited, registered in England and Wales under number 01519778 with registered office at Dainton Business Park, Heathfield, Newton Abbot, TQ12 6RG and VAT number 320 9551 74
• Data Protection Manager: Lisa Bennett

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to our privacy policy

We keep our privacy policy under regular review and our privacy policy may change from time to time. This site will always contain our current policy.

This privacy policy was last updated in June 2021.

It is important that the personal data we hold about you is accurate and current. We may ask you to confirm updates to your personal data from time to time but please keep us informed if your personal data changes during your relationship with us in the meantime. Please inform the Data Protection Manager of any changes in your data at the following email address: data.protection@dainton.com.

If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible at the above email address. We will promptly correct any information found to be incorrect.

GLOSSARY

Types of data

Identity Data means first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender, photograph, location and CCTV footage.

Contact Data means billing address, delivery address, email address and telephone numbers.

Financial Data means bank account and payment card details.

Transaction Data means details about payments to and from you, potential start date and confirmed start date for the services, how long you will require the services, whether the service is for a domestic or commercial purpose, information regarding business licences and leases and other details of products and services you have purchased from us.

Technical Data means includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data means your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses and how you heard about us.

Usage Data means information about how you use our website, products and services.

Marketing and Communications Data means your preferences in receiving marketing from us and our third parties and your communication preferences.

Lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Third parties

Internal Third Parties means other companies in the Dainton Group and who are based in the UK.

External Third Parties means service providers acting as processors, professional advisers acting as processors or joint controllers including lawyers, bankers and auditors and HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers.