Your details will never be used for marketing or advertising without your permission.
We need to collect personal information from you to rent or provide other services. We collect personal information when you give it to us, such as by telephone, e-mail, mail, at the counter or our online booking system.
There may be circumstances where if you choose not to provide personal information, which is required by us, we will not be able to provide you with our products or services.
There may be circumstances where after using our products or services we would be required to legally share your information with a third party upon written request: –
Data protection law permits us to share your information on this basis.
We will collect technical information about your devices when you use our website where permitted.
Photo and Video:
CCTV is used at our location for security and is indicated by signage.
Your photograph will be taken at the time of hire for security and validation.
When you visit and use our website, we automatically collect technical information from you.
Your IP address may be collected to enable us to diagnose problems, administration and to audit our website. We do not normally link IP addresses to anything identifiable, however we may use an IP address to prevent a user accessing our website in the interest of protecting our service and site. In rare instances an IP address may be passed to a law enforcement in the interest of identification.
We may also collect your browser type, internet service provider, referring and exit pages, files and pages viewed, date/time stamps and operating system for the interest of our own market research. We use third party applications to collect this data such as Google Analytics and Clicky.
When You Rent a Vehicle:
When you make a reservation or rent a vehicle, we collect information from you to enable us to do this as set out in our general terms and conditions and rental agreement terms and conditions. We will also use this information to perform security or fraud checks, to enforce our legal rights and for our own research.
If an accident, theft or damage occurs during your rental we will collect information from your regarding the incident which may be on an insurance provided from. We will ask for full details of the incident, third parties involved, witnesses and any injuries that may have been sustained. This information will be combined with information previously collected from you. This information will be shared with third parties which legally require it, such as:
During your rental we will collect where and when you collected and returned your vehicle, mileage, accident history and other information related to the vehicle and your use of it. This information is required to monitor our fleet usage. Some vehicles will automatically collect information during your rental which we do not document such as fuel consumption.
Some of our vehicles may have a gps tracker fitted, however we are unable to share information as to which vehicles may have this device.
We will collect information about any speeding, parking, toll or any other traffic related fines or offences committed during your rental which are provided to us by law enforcement agencies or issuing authorities. We will use this information to enable us to deal with related paperwork in accordance with our rental agreement terms and conditions.
In Car Systems and GPS System:
Some of our vehicles will offer you the option of linking your personal devices to the in-car system. Information this collects will be highlighted in the vehicle manual.
Some rentals are supplied with GPS where addresses are collected via the input of the hirer.
It is your responsibility to ensure any data collected by in car systems and/or GPS devices is removed before you return. We will not take any responsibility for information left in these devices post rental which may later be passed on to future hirers.
Sharing Your Information:
We may share your personal information with the following third-party organisations:
|Third Party||Purpose||Legal basis for Processing|
|Prohire Rental Software
|To securely record and use the information you provide to us
To process your reservation and rental
To record rental data
|Legitimate interest and consent|
|PDQ issuer to obtain payment from you||To process payments and refund||Performance of contact|
|Law enforcement and government agencies||To verify your driving licence
As requested and permitted by the law
To act regarding illegal activity and traffic violations
If we have a good faith belief that there is a situation which may pose a threat to the safety of you or somebody else
If we are permitted by law
|Insurance companies||Manage any claims which is related to your rental||Legal requirement|
|BVRLA Risc Online and Prohire Risk
|To notify other rental companies if the hirer has committed illegal offences with the hire vehicle, abused staff, miss used the hire vehicle, looked to defraud, is a bad debt or any other reasonable reason to notify other rental companies of the hirer. It is to the discretion of the receiving hire companies how they use this information||Consent via rental agreement|
We take reasonable steps to make sure your information is protected from unauthorised use, access, disclosure, alteration, destruction or loss. Hard copies of your information, copies of licences and ID such as forms and rental agreements, is security kept on location. Your information which is held digitally is held on our software provider Prohire.
Whilst we take security seriously, no system is 100% secure. We cannot completely guarantee the protection of your personal information any more than any other organisation can.
We do not ask for your payment information, such as debit/credit card number, via email, text or any other document we send you. Please only provide your payment at our counter or over the phone once you are sire you are dealing directly with us.
In accordance to data protection laws, you may have the following rights when it comes to handling your personal information:
Your information is kept for no longer than is reasonably necessary or legally required by law.