We are registered with the Information Commissioner’s Office, with registration number:
Under data protection law, we can only use your personal data if we have a valid lawful basis to do so. We use your information in the following circumstances:
Personal data includes information relating to natural persons who can be identified or who are identifiable, directly from the information, or who can be indirectly identified from that information in combination with other information. It is important that we keep your personal information up to date and accurate, please contact us with any changes.
The personal information we collect and hold about you includes:
We share personal information with third party service providers to help deliver our services and other third parties we use to help run our business. For example, we may use third parties to help us provide the administration to run our website, to analyse data and to provide us with marketing or customer service support. We impose strict contractual obligations on all third party providers that have access to your personal information to ensure that they can only use it to provide their services to us, that we are satisfied that they take appropriate measures to protect it and ensure their staff have made appropriate commitments of confidentiality.
We may also share your personal information with:-
We may install devices in your vehicles that track the whereabouts of the vehicle and provide other information about the vehicle, including for example; the way it is driven. These devices are either supplied directly by us (“Hirefleet Telematics Devices”)or by a third party where requested by an account customer (“Third Party Tracking Devices”). If you are unclear as to the basis on which tracking devices are supplied please contact us.
We may disclose tracking information collected by these devices to our group companies, the relevant hire or fleet management customer and to law enforcement agencies, regulatory bodies and other third parties.
Hirefleet Telematics Devices
Where we provide the telematics devices, these devices are used to track the location and mileage of the vehicles and to analyse the way the vehicle is driven. We use this data to help us improve our business and, where applicable, to help manage our customers' vehicle fleets. For example, we use:
Our fleet management customers and hire customers can have direct access to any telematics information from devices in vehicles leased to them and use it for their own purposes which may include identifying training requirements for drivers and improving the efficiency of their fleet of vehicles. For more information about the purposes for which they use this information please ask the business on whose behalf you are driving.
Any engagement and actions taken through external social media platforms that participate on are subject to the terms, conditions and privacy policies held with each social media platform respectively. We will never ask you for personal information through social media platforms and we encourage users who want to discuss sensitive details to contact us directly by telephone or email. Our site may use social sharing buttons that help share web content directly from web pages to the social media platform in question. You are to do so at your own discretion and note that the social media platform may track and/or save your request to share a web page through your social media platform account.
You have a number of rights under data protection law in respect of your personal information. The rights available to you depend on our reason for processing your information:
i) a right to access and receive a copy of your personal data and other supplementary information. This is referred to as a subject access request of ‘SAR’. There are some exemptions which means you might not always receive all the information we process
ii) a right to request rectification of your personal data if it is inaccurate or incomplete
iii) a right to request erasure of your personal data in certain circumstances, known as ‘the right to be forgotten’
iv) a right to ask us to restrict processing of your personal data and a right to object to our processing of your personal data (this may impact on your use of our website and/or we may not be able to provide you with information that you have requested us to provide to you)
v) a right to data portability. This only applies to information you have given us
vi) a right not to be subject to a decision based solely on automated processing (including profiling) without any human involvement that produces legal effects concerning you or similarly affects you
vii) a right to lodge a complaint about how we handle your personal data with the Information Commissioner’s Office.
Please contact us for more information on your rights and how they apply to you, or you will find guidance from the Information Commissioner’s Office on www.ico.org.uk.
If you want to exercise any of the above rights please contact us. We may need to request specific information from you to help us to confirm your identity.
For the purposes of our mailing list, we will keep your personal information until you ask to unsubscribe or to be removed from the list. If you tell us that you do not want to be added to our mailing list or ask to be removed we will delete all your personal information other than a record that you have asked us not to send you marketing information.
We may use any personal information you provide or we collect in connection with the relevant vehicle hire made via our website, or as a result of our dealings with you, including for the purposes of:
You have the right to restrict processing of your personal data where you have a particular reason for wanting the restriction. If you exercise this right you may not be able to make full use of our website and/or we may not be able to provide you with information that you have requested we provide to you.
As the person hiring a vehicle from us (either in your own right or on behalf of an organisation) we will take a copy of your driving licence and any other named drivers when the vehicle hire commences. We will retain copies of driving licences for the purposes set out above.
From time to time, we and other companies in our group may use your personal information to contact you by e-mail, telephone, post, SMS and other electronic channels (including social media), with information about services, promotions and offers, industry news and relevant legislation changes that might be of interest to you. We may use your personal information in order to establish services, promotions and offers that could to be of interest to you. Where we need your consent for marketing activity we will request this separately and clearly and we will market in accordance with your marketing preferences.
Please see the "Rights in Relation to Personal Information section "for information on how to change your marketing preferences. You can also stop receiving marketing e-mails or SMS messages by clicking on the-opt out link in the SMS or e-mail and following the instructions. Any changes you make to your preferences will be processed by us within two working days of our receipt of your instruction; however, you may still receive non-essential communications meantime until we process that change.
We may anonymise data about our website users generally and use it for a range of purposes, including ascertaining the general location of users. This anonymised data prevents anyone being identified personally.
We may also aggregate your information so that it is impossible from the aggregated data to identify anyone individually, which enables us to analyse market trends.
A cookie is a tiny text file that you have to agree to being stored on your computer. It contains the address of the website and codes that your browser sends back to the website each time you visit a page there. Cookies allow web applications to identify and respond to you as an individual and tailor its operations to your needs, likes and dislikes by gathering information about your preferences. We use traffic log cookies to identify which pages are visited. This information helps us to improve and tailor our website to meet our customers’ needs.
Cookies don’t give us any information about you, other than any you choose to share with us, or any access to your computer and you can accept or decline cookies. Most web browsers automatically accept them but you can usually change your browser setting to decline cookies however this may prevent you from taking full advantage of our site.
To help us process your application we will supply your personal information to credit reference agencies and they will give us information about you, such as your financial history. We do this to assess creditworthiness, check your identity, manage your account and prevent criminal activity. We will also continue to exchange information about you with credit reference agencies on an ongoing basis, including about your settled accounts and any debts not fully repaid on time. Credit reference agencies will share your information with other organisations.
The identities of the credit reference agencies we use, and the ways in which they use and share personal information, are explained in more detail at: http://www.experian.co.uk/crain/index.html and https://www.creditsafe.com/gb/en/legal/privacy-policy.html.
If you have any queries about the way we handle your personal information please contact us.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
If you have any concerns we would really appreciate the chance to deal with them before you approach the ICO. Please get in touch with us in the first instance.
We take appropriate steps to make sure that your personal information we hold (on paper and electronically) is kept securely, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical measures.
Although we do everything possible to protect your personal information, the transmission of information via the internet is not completely secure and we cannot guarantee the security of your data transmitted to our website.
Your password enables you to access certain parts of our website and we ask you not to share it with anyone. You are responsible for preventing unauthorised access to your password and your computer. We limit access to your personal information to employees, contractors, agents and other third parties who have a business need for this information (see “sharing information with third parties” section). They will only process your personal data on our instructions and are subject to a duty of confidentiality.
To deliver our services to you, it is sometimes necessary for us to transfer or store your personal information at a destination outside the UK or the European Economic Area. Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK/EEA where:
If you would like further information about data transferred outside the UK/EEA, please contact us.