01The short version
We collect what we need to look after your car and bill you for it — your contact details, your vehicle details, your payment details, and CCTV footage of the facility. We do not sell, rent, or share any of it with marketers. We keep what we need for as long as we need it, and a sensible record afterwards for tax law. That is the whole of it.
The rest of this document is the detail beneath that summary. If you have a privacy question that is not answered here, please write to the office — contact details are at the bottom.
02Data we collect
There are four categories of personal data we hold. Each one exists for a specific reason and goes no further than that reason requires.
- ContactName, email, phone, address — so we can reach you about your vehicle
- VehicleMake, model, year, VIN, V5 (if held by us) — to provide the service
- PaymentHandled by our processor (Stripe / GoCardless) — card numbers and bank details are never stored on our systems
- CCTVFacility entry, perimeter and bay aisles — for security only
If you submit an enquiry through our website without later becoming a client, we hold the same contact and vehicle data you provided, on the basis of section 05 below.
03How we use it
The data we collect is used for three purposes only: delivering the service (looking after your vehicle and arranging collection or delivery), billing you for that service, and the occasional service-related update — for example, telling you about a planned facility closure or a change to office hours that affects access.
We do not run a marketing email list. We do not profile our customers. We do not enrich our records with data bought from third parties.
04Who we share with
Personal data leaves WLCS only when it must, and only to one of the following:
- Payment processor — to collect direct debits and card payments. They see what they need to take the money.
- Detailer partner or independent specialist — only when you have asked us to arrange work on the vehicle, and only the details they need to do that work.
- Legal or regulatory bodies — where we are legally required to disclose, for example in response to a court order, an HMRC investigation, or a properly served police request.
That is the full list. We do not share with marketers, data brokers, analytics platforms that profile individuals, or any other third party.
05Retention
How long we keep your data depends on what it is and what relationship you have with us.
- Active contractHeld throughout the storage period
- After contract ends6 years for financial records (UK tax law); other personal data deleted within 12 months unless you ask us to retain it
- Enquiry onlyDeleted within 12 months if no contract follows
- CCTVOverwritten on a 30-day rolling cycle, unless retained for a specific incident
06Your rights
Under UK GDPR, you have the following rights over the personal data we hold about you. We will respond to any request in writing within one month.
To exercise any of these rights, write to the office (contact details below). We do not charge for these requests.
07Cookies on this site
This website uses strictly necessary cookies only — the small handful required for the site to function correctly. There are no tracking pixels, no advertising cookies, and no analytics SDKs that profile individual visitors.
If we later add a privacy-respecting analytics tool (such as Plausible or Fathom, which do not use cookies or track individuals), we will say so clearly here and on a small footer notice on every page.
08Security
Personal data is held on encrypted systems, accessed only by named members of the office team, behind two-factor authentication. Paper records — V5s, signed onboarding paperwork, the vehicle log book — are kept in a locked office on site, in a building staffed twenty-four hours a day.
Payment data is not stored on our systems at all; our processors handle that under their own PCI-DSS compliance. We carry out a data-handling review annually.
09Changes to this policy
If we change this policy in any material way, we will notify current customers directly by email and update the visible date stamp at the top of this page. Minor edits (typo fixes, clarifications) will not be separately notified but will always be reflected in the page date.
10Contact for privacy questions
Privacy questions should go to the office, addressed to the data controller:
Telephone
- +44 20 0000 0000
Email
- office@westlondoncarstorage.co.uk
Address
West London Car Storage Ltd · Latimer Road · London · W10
Regulator
- Information Commissioner's Office · ico.org.uk
This policy is written in plain English to be useful, not defensive. It is not a substitute for formal legal advice. We expect to review it formally with counsel before launch, and at least once a year thereafter.
