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Privacy Policy

All you need to know about hiring a vehicle from hirefleet

Introduction

This Privacy Policy will help you to understand how Hirefleet entity (“we, us or our”) uses and protects the data you provide to us.  The relevant Hirefeleet entities are:

  • Nationwide Commercials Ltd (T/A Hirefleet), a company incorporated in England and Wales having a registered office of Old Orchard, Great North Road, Doncaster, DN10 6DF (company number 12563359)

Reference to “you” in this Privacy Policy is the individual whose personal information (defined below) we collect, use and process.  This can be information collected on hirefleet.co.uk (“website”), in person,by telephone or any other method and applies when you provide us with the personal data yourself or it is provided by a third party.  When you provide us with information about another person you are confirming you have the legal right to provide their information tous and that they understand how their information will be used.

This Privacy Policy may change from time to time and we advise you to review it regularly.  This policy was last updated in January2022.

If you have any queries about this Privacy Policy, you can contact us by email at privacy@hirefleet.co.uk.

We are registered with the Information Commissioner’s Office, with registration number:

  • ZA765630 – Nationwide commercials Ltd
The lawful basis for processing your personal information

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:

  • Contract: to process personal information about you in order to fulfil any order you place with us or otherwise to perform our contract with you
  • Consent: to process your personal data for a specific purpose, where we have asked for your consent as part of the ordering process
  • Legal obligation: where we are required to do so to comply with our legal and regulatory obligations
  • Legitimate interests: where we have a legitimate interest in processing your personal information, unless there is a good reason to protect your personal data which overrides those legitimate interests. This includes contacting you about our products or services or collaborating with others to improve our services
The personal information we collect

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:

  • your contact details including email and telephone number(s)
  • information included in any documents you send us, for example your driving licence and passport
  • information included when using our website (including via your customer portal, if you use one) to search for hire vehicles, place orders or report any website problems
  • information you complete in relation to customer satisfaction surveys
  • your occupation or the nature of your business (if applicable)
  • details about the vehicle to be hired or purchased
  • information obtained by credit reference agencies (further information is set out below)
  • information provided to us by third parties (for example payment and delivery services, business partners and brokers, sub-contractors, advertising, analytics and search information providers). We will let you know when we receive information about you from them and the purposes for which we intend to use that information, if different from the purposes set out in this Privacy Policy; details about your marketing preferences and interests; debit or credit card details or the bank account details from which direct debits under your vehicle hire will be collected
  • your Internet protocol (IP) address
  • details of products you viewed or searched for, length of visits to pages, page interactions such as clicks, scrolling and mouse-overs, browsing methods away from the page and phone number used to contact us


How we use your personal 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:

  • registering to use our website, fulfilling our contractual obligations to you (or enforcing our contract terms against you) and providing you with any services you require
  • responding to any requests for advice or information and otherwise provide customer support to you
  • customising the website to meet your interests
  • fulfilling the requirements of our insurance policies (including the requirements of our insurance providers)
  • evaluation and assessment of the quality of vehicle hire or other services we have supplied (including the use of surveys), complying with legal and regulatory obligations and best practice standards, this includes carrying out credit reference checks and taking steps to comply with our obligations under anti money laundering regulations
  • supplying information relevant to our website, such as informing you about changes to this Privacy Policy
  • keeping our website safe and secure
  • sending you a password reset link if you request one
  • any queries concerning any aspect of your use of our website
  • allowing you to participate in interactive features of our website
  • ensuring that content from our website is presented in the most effective manner for your device(s)
  • administering our website including; troubleshooting, data analysis, testing and research
  • measuring and understand the effectiveness of advertising we serve to you and others.



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.

Sharing information with third parties

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:-

  • our group companies (all of whom use your personal information in accordance with this Privacy Policy).  If anyone buys us or any of our group companies any personal information about you will be transferred to the buyer. This will also be the case if instead of buying the relevant group company the buyer buys all or most of the business assets, the recipient of the information however will be bound by confidentiality obligations
  • law enforcement agencies, regulatory bodies and other third parties (including but not limited to the Driver and Vehicle Licensing Agency) if: we are under a duty to disclose or share your personal information in order to comply with any legal obligation (including but not limited to in connection with a court order); in order to enforce our website terms of use or our terms and conditions of hiring vehicles, or any other agreement we have with you; or to protect the rights, property or safety or us, our customers or others
  • our insurers to comply with our insurance obligations
  • professional advisors and debt collection agencies to assist with the recovery of amounts owed to us by you or the organisation you represent under any agreement between you and us
  • credit reference agencies (for further information see the "Credit Reference Agencies" section below)
Vehicle Tracking Information

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:

  • location information which enables us to identify availability of vehicles
  • mileage information to enable us to plan when routine maintenance is required on vehicles
  • information about the way a vehicle is driven in order to manage our fleet, improve efficiency and improve the service we provide to customers
  • information about the way the vehicle is driven in the case of an incident in relation to that vehicle (for example if an accident occurs) to help with our internal investigations and to assist our insurers in relation to the incident (if applicable)

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.

Third Party Tracking Devices

Third Party Tracking Devices can be installed on request from the relevant account customer.  We use the information collected by the Third Party Tracking Devices on behalf of the relevant account customer who will dictate what information is collected.  This may include, for example, mileage and location information and other information about the vehicle, including the way it is driven.  The Third Party Tracking Device provider will disclose tracking information collected by the device directly to the relevant account customer.  We do not use this information for our own purposes and the data controller in relation to this information is the relevant account customer. Our access to and use of any of this information is on behalf of the account customer as a data processor.  The account customer is responsible for making you aware that a device is included in any vehicle that you drive which is hired from us and the purposes for which the account customer will use the information from the Third Party Tracking Device.  For further detail about how this information will be used contact the relevant account customer directly.  You should also read their privacy notice and data sharing arrangements as it may differ from this Privacy Policy.

Third party websites

Our website may have external links to other websites. When you leave our website via one of these links to another website we cannot be responsible for the protection and privacy of any information you provide as we do not have any control over that other website and such websites are not governed by this Privacy Policy.  You should always look at the privacy policy applicable to the website in question.

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.

Rights in respect of your personal information

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.  

How long we keep personal information

Personal information will only be kept for as long as we continue to need it, which will vary depending on the nature of the information and the purposes for which we are processing it. Any information we hold will be protected by the terms of this Privacy Policy and once no longer required and we have no further legitimate reason to retain it, it will be securely destroyed.

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.

cookies

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.

Credit Reference Agencies

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.

Queries

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.

Data Security

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:

  • the UK government (or where the EU GDPR applies, the European Commission) has decided the particular country or international organisation ensures an adequate level of protection of personal data (known as an “adequacy decision”);
  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for individual data subjects. The safeguards will usually include using legally approved standard data protection contractual clauses which give personal data the same protection as in the UK/EEA;   a specific exemption applies under data protection law.

If you would like further information about data transferred outside the UK/EEA, please contact us.

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