Extra Space Asia will collect, use or disclose personal data for reasonable business purposes only if there is consent or deemed consent from the individual and information on such purposes have been notified. We may also collect, use or disclose personal data if it is required or authorised under applicable laws.
COLLECTION OF PERSONAL DATA
Extra Space Asia collect personal data from customers, business contacts, partners, personnel, contractors and other individuals. Such personal data may be provided to us in forms filled out by individuals, face to face meetings, email messages, telephone conversations, through our websites or provided by third parties. If any individuals contact us, we may keep a record of that contact.
We collect these personal data when it is necessary for business purposes or to meet the purposes for which the individuals have submitted the information.
We will only collect, hold, process, use, communicate and/or disclose such personal data, in accordance with this policy. If any party is acting as an intermediary or otherwise on behalf of a third party individual or supplying us with information regarding a third party individual (such as a friend, a colleague, an employee etc.), such intermediary party undertakes that you are an authorised representative or agent of such third party individual and that you have obtained all necessary consents from such third party individual to the collection, processing, use and disclosure by us of their personal data. Because we are collecting the third party individual’s data from you, you undertake to make the third party individual aware of all matters listed in this policy preferably by distributing a copy of this policy to them or by referring them to our website.
Depending on the nature of your interaction with us, some examples of personal data which we may collect from you include your name and identification information such as your HKID number, contact information such as your address, email address or telephone number, nationality, gender, date of birth, marital status, photographs and other audio-visual information, employment information and financial information such as credit card numbers, debit card numbers or bank account information.
USE OF PERSONAL DATA
Extra Space Asia is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this policy.
We use personal data for the following purposes:
- performing obligations in the course of or in connection with our provision of the services and/or goods requested by customers;
- verifying identity;
- to keep customers and other contacts informed of the services we offer that may be of interest to them
- for general management and reporting purposes, such as invoicing and account management
- for resolving any problems or disputes you may encounter in relation to our products and services.
- complying with any applicable laws, regulations, codes of practice, guidelines, or rules, or to assist in law enforcement and investigations conducted by any governmental and/or regulatory authority;
- for recruitment purposes
- for purposes related to the employment of our personnel and providing internal services to our personnel
- all other incidental business purposes related to or in connection with the above
DISCLOSURE OF PERSONAL DATA TO THIRD PARTIES
Extra Space Asia respects the confidentiality of the personal data you have provided to us.
We do not disclose personal data to third parties except when required by law, when we have the individual’s consent or deemed consent or in cases where we have engaged third parties such as data intermediaries or subcontractors specifically to assist with our business activities. Any such third parties whom we engage will be bound contractually to keep all information confidential.
ACCESS TO AND CORRECTION OF PERSONAL DATA
Upon request, Extra Space Asia will provide the individual with access to their personal data or other appropriate information on their personal data in accordance with the requirements of the PDPO.
When personally identifiable information is retained, we assume responsibility for keeping an accurate record of the information once a visitor has submitted and verified the data. We do not assume responsibility for verifying the ongoing accuracy of the content of personal information. Upon request, we will correct an error or omission in the individual’s personal data that is in our possession or control in accordance with the requirements of the PDPO.
WITHDRAWAL OF CONSENT
Extra Space Asia is committed to ensuring that personal data is stored securely. You have the right at any time to request us to limit the processing and use of your personal data. (for example, requesting us to stop sending you any marketing and promotional materials or contacting you for marketing purposes).
Upon reasonable notice being given by you of your withdrawal of any consent given or deemed to have been given in respect of our collection, use or disclosure of his personal data, Extra Space Asia will inform you of the likely consequences of withdrawing your consent. We will cease (and cause any of our data intermediaries and agents to cease) collecting, using or disclosing the personal data unless it is required or authorised under applicable laws.
Your request should be addressed to our Data Protection Officer at email@example.com or by post at 11/F, Hong Kong Industrial Building, 444 – 452 Des Voeux Road West, Sai Wan, Hong Kong.
SECURITY AND PROTECTION OF PERSONAL DATA
Extra Space Asia has implemented generally accepted standards of technology and operational security to protect the personal data in our possession or under our control and to prevent unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks. All Extra Space personnel follow a network-wide security policy. Only authorised Extra Space personnel are provided access to personally identifiable information and these personnel have agreed to ensure confidentiality of this information. This policy is also required for any fulfilment agents of Extra Space.
RETENTION OF PERSONAL DATA
Extra Space Asia will cease to retain personal data, as soon as it is reasonable to assume that the purpose for collection of such personal data is no longer being served by such retention, and such retention is no longer necessary for legal or business purposes.
NOTIFICATION OF BREACH
In the event of a data breach, Extra Space Asia will take steps to assess if it is notifiable. If the data breach likely results in significant harm to you, and/or is of significant scale, Extra Space Asia will notify you and the PDPO within 72 hours.
PRIVACY ON OUR WEBSITE
This Policy also applies to any personal data we collect via our website. Cookies may be used on some pages of our websites. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
If a customer, employee or individual has concerns or further queries about how Extra Space Asia are handling his/her personal data, or any problem or complaint about such matters, please contact our Data Protection Officer at firstname.lastname@example.org or by post at 11/F, Hong Kong Industrial Building, 444 – 452 Des Voeux Road West, Sai Wan, Hong Kong.