Privacy Policy
This privacy policy explains how we collect and use your personal information when you use our website and when you hire a vehicle from us. It also explains your rights and how to contact us.
Last updated 25 December 2025
1. Who we are
We are the data controller for the personal information described in this privacy policy. Data controller means we decide how and why we use your personal information.
Business name [Company Name]
Address [Company Address]
Email [Privacy Email]
Phone [Phone Number]
If you have questions about this privacy policy contact us using the details above.
2. What personal information we collect
We collect personal information when you contact us request a quote make a booking hire a vehicle or use our website. The information we collect depends on what you do.
Information you give to us
- Full name and title
- Phone number and email address
- Home address and delivery or collection address
- Booking details such as dates times and vehicle choice
- Driving licence details and licence check information
- Proof of identity such as passport details where required
- Proof of address such as a utility bill where required
- Payment and billing details
- Messages you send to us by email forms WhatsApp or phone
Information we collect automatically
- IP address and device information
- Browser type and operating system
- Pages you view and actions you take on our website
- Referral source such as search engines or adverts
- Cookie identifiers and similar online identifiers
Information we receive from third parties
- Licence check results from verification providers
- Insurance related information from our insurers or brokers
- Payment status from payment service providers
- Fraud prevention signals from risk screening providers
- Penalty notices from enforcement bodies where relevant to a hire
Where you provide personal information about another driver you confirm you have their permission to share it with us.
3. Why we use your information
We use your personal information to run our vehicle hire business and to provide support. We only use your information for purposes that are clear and relevant.
- To respond to enquiries and provide quotes
- To set up and manage bookings and hire agreements
- To verify identity and driving eligibility
- To arrange delivery and collection where offered
- To process payments deposits and refunds
- To provide customer service and handle complaints
- To manage incidents claims damage and recovery
- To meet legal duties such as record keeping
- To prevent fraud and protect our vehicles and customers
- To improve our website services and marketing performance
4. Lawful bases we rely on
UK data protection law requires a lawful basis for using personal information. We rely on one or more lawful bases depending on what we are doing. :contentReference[oaicite:0]{index=0}
Contract
We use your information when it is necessary to provide the hire service you request. This includes booking administration payments delivery collection and customer support connected to the hire.
Legal obligation
We use your information when we must comply with legal duties. This can include accounting tax obligations and responding to lawful requests from authorities.
Legitimate interests
We use your information where it supports our legitimate business interests and does not override your rights. This includes fraud prevention safety security service improvement and limited direct marketing. We consider your interests and your expectations before we rely on this basis. :contentReference[oaicite:1]{index=1}
Consent
We rely on consent where required. This can include certain cookies and certain marketing messages. You can withdraw consent at any time. :contentReference[oaicite:2]{index=2}
5. If you do not provide information
Some information is required to set up a booking and provide a vehicle. If you do not provide it we may be unable to confirm your booking or hand over a vehicle. For example we may need to verify identity and driving eligibility to meet insurer requirements.
6. Who we share your information with
We share personal information only when needed for the purposes set out in this privacy policy. We require third parties to handle information securely and only for agreed purposes.
- Insurance providers brokers and claims handlers
- Driving licence and identity verification providers
- Payment processors and banking providers
- Delivery and collection partners where used
- IT providers such as hosting email and security services
- Professional advisers such as accountants solicitors and auditors
- Authorities where required for legal compliance and enforcement
If you receive a penalty notice during a hire the relevant authority may contact us. We may share driver details where required by law. We may also charge an administration fee under your hire terms for handling notices.
7. Payments
We use payment service providers to process card payments and refunds. We do not store full card details on our servers. Payment providers process your information under their own privacy notices.
8. Marketing
We may send service messages that relate to your booking. These are not marketing messages. We may also send marketing messages about offers and updates where permitted by law.
You can opt out of marketing at any time by using the unsubscribe link in an email or by contacting us. If you opt out we may still send service messages linked to your booking.
9. Cookies and similar technologies
Our website uses cookies and similar technologies. Cookies help the site work and help us understand how visitors use the site. Some cookies are essential for core functions.
We may use cookie categories such as these.
- Essential cookies that support site security and core functions
- Preference cookies that remember settings
- Analytics cookies that measure how the site is used
- Marketing cookies that measure ad performance where used
Where required we ask for your consent before placing non essential cookies. You can change your cookie preferences at any time using the cookie controls on the site if available or by adjusting browser settings. If you block cookies some site features may not work as intended. :contentReference[oaicite:3]{index=3}
10. Vehicle tracking and in vehicle recording
Some vehicles may include safety and security technology. This may include location data for theft prevention and recovery. It may also include in vehicle recording in limited cases where fitted.
If recording is in use we provide clear information about it. We also explain the lawful basis and how you can access further details. Where appropriate we use signage and make this policy available online. :contentReference[oaicite:4]{index=4}
11. How long we keep your information
We keep personal information only for as long as necessary for the purposes set out in this policy. We also keep some records to meet legal and accounting duties.
Typical retention periods can include these.
- Booking and customer service records kept for a reasonable period after the hire ends
- Insurance and claims records kept for the time needed to manage claims and related disputes
- Accounting and tax records kept for around six years plus the current year where relevant
- Penalty notice administration records kept for as long as needed to resolve the matter
The exact period depends on what the record is for and whether we have legal duties to keep it. HMRC guidance commonly refers to six years plus the current year for record retention in many cases. :contentReference[oaicite:5]{index=5}
When we no longer need information we delete it or anonymise it.
12. International transfers
We aim to keep data processing within the UK. Some service providers may store or process data outside the UK. If that happens we use recognised safeguards such as adequacy regulations or approved contractual protections.
13. How we protect your information
We use technical and organisational measures designed to protect personal information. This includes access controls secure storage encryption where appropriate and staff training. No system is guaranteed to be secure. If you believe your information has been compromised contact us as soon as possible.
14. Your rights
You have rights under UK data protection law. These rights apply in specific situations and may be subject to legal limits.
- Right of access to your personal information
- Right to correct inaccurate information
- Right to request deletion in certain cases
- Right to restrict how we use your information in certain cases
- Right to object to processing in certain cases
- Right to data portability in certain cases
- Right to withdraw consent where consent is the lawful basis
If you want to exercise your rights contact us using the details in this policy. We may need to verify your identity before we respond. We aim to respond within one month unless the request is complex.
15. Complaints
If you are not happy with how we handle your information contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office which is the UK supervisory authority for data protection. :contentReference[oaicite:6]{index=6}
You can contact the ICO through their website or by post and phone using the contact details published by the ICO.
16. Children
Our services are not designed for children. We do not knowingly collect personal information from children for marketing. If you believe a child has provided personal information contact us and we will take appropriate steps.
17. Links to other websites
Our website may include links to third party sites. We do not control those sites. Their privacy practices are covered by their own policies. Check their policies before you share information with them.
18. Changes to this policy
We may update this privacy policy from time to time. We will post the latest version on this page. If changes are significant we may also notify you using a reasonable method.
19. Contact us
For privacy questions requests or complaints contact us.
Email [Privacy Email]
Phone [Phone Number]
Address [Company Address]
