Millars Storage policies
- Privacy Policy
- CCTV Policy
- Cookie Policy
- Website Terms of Use
- Customer Storage Terms
- Prohibited Items Policy
- Payments, Late Payment & Lien
- Cancellation & Refunds
- Site Rules, Health & Safety
- Accessibility & Complaints
- Protection Plan
Privacy Policy
Last updated: November 2026
This policy explains what personal information we collect, why we use it, how long we keep it and the rights you have. We keep it simple and we only collect what we need to run your storage safely.
Who we are
Millars Storage is the trading name of Tara Coles (“we”, “us”, “our”), at The Studio, Station Road, Cliddesden, Basingstoke, Hampshire RG25 2NL. Contact: Tara Coles, 07734 888326, office@taracoles.co.uk.
Tara Coles is the data controller for your personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What information we collect
- Contact details: your name, address, phone number and email address, and company name and number if you store for a business.
- Identity checks: we check your photo ID and proof of address remotely before we give you access. We do not keep copies, and we never ask for ID documents through this website.
- Licence and account details: the unit or container you use, start and end dates, what you tell us you are storing, the people you authorise to use your keypad code (indoor units only), and condition reports and photos of the unit.
- Payment details: storage is paid by Direct Debit. We keep records of payments and any amounts owed. We do not take or store card details.
- Access information: your unit number and, if you rent an indoor unit, your personal keypad code for The Studio front door, and CCTV images of you and your vehicle when you visit the site (see our CCTV Policy).
- Messages: emails, texts, calls and Instagram messages you send us, and any complaints or incident reports.
- Website information: the details you type into our forms. Our website does not set cookies of its own (see our Cookie Policy).
- Guest Wi-Fi: the on-site Wi-Fi router may automatically record basic connection details (such as a device identifier). We do not use the Wi-Fi to track what you browse.
We do not ask for sensitive (“special category”) information. Please do not send it to us.
Why we use it and our lawful bases
| What we do | Lawful basis |
|---|---|
| Answer enquiries and give quotes | Steps before a contract, or our legitimate interests in replying to you |
| Check your identity, set up and run your storage licence, issue unit numbers and (for indoor units) keypad codes, send invoices and notices | Performance of a contract |
| Keep accounting and tax records | Legal obligation |
| Keep the site, customers and goods safe, including CCTV and access records | Legitimate interests (safety and crime prevention) |
| Recover unpaid fees and, as a last resort, exercise our lien and sale rights | Contract and legitimate interests |
| Deal with complaints, accidents, insurance and legal claims | Legitimate interests and legal obligation |
| Send news or offers about Millars Storage | Consent (you can withdraw it at any time) |
Who we share it with
We never sell your information. We only share it where needed:
- service providers who help us run the business, such as our email provider, Direct Debit provider, bank, accounting software, website host and any accountant we use;
- the police, fire service, insurers or other authorities where the law requires it, or to help prevent or detect crime;
- debt recovery agents, solicitors or the courts if fees are not paid;
- anyone else, only with your permission.
Some of our service providers (for example our email provider) may store information outside the UK. Where they do, they use legal safeguards approved under UK data protection law.
How long we keep it
| Information | How long |
|---|---|
| Enquiries that do not lead to a licence | 12 months from our last contact |
| Licence, payment and account records | 6 years after the licence ends (for tax and legal claims) |
| CCTV recordings | Only as long as needed, then deleted automatically; footage needed for an incident is kept until it is no longer needed (see our CCTV Policy) |
| Keypad codes (indoor units) | Deleted or disabled when your licence ends |
| Marketing contact list | Until you unsubscribe |
Keeping it safe
We keep records on password-protected devices and accounts, limit who can see them, and change or disable indoor unit keypad codes when they are no longer needed.
Your rights
You have the right to:
- ask for a copy of your information (a “subject access request”);
- ask us to correct information that is wrong;
- ask us to delete information or restrict how we use it;
- object to us using it for our legitimate interests or for marketing;
- ask us to move it to another provider (data portability);
- withdraw consent at any time where we rely on consent.
Contact Tara on 07734 888326 or office@taracoles.co.uk. There is normally no charge, and we will reply within one month. We may need to check your identity first.
Complaints
If you are unhappy with how we use your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, helpline 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The latest version will always be on our website.