Economy Hire (Southern) Ltd (“Economy Hire”, “we”, “our” or “us”) has created its website https://www.economyhire.co.uk “Website”. Our Website enables us to rent out and supply our hire vehicles to our customers. We also provide our Services directly to our customers. This Privacy Policy governs those that will access and use our Website as a customer (“Authorised User”) which means you will complete our online booking process, those that we work with in the provision of our services (“Services”), those that are general visitors to the Website or those that contact us directly such as by telephone, by email or by direct contact (“you” or “your”) for the purpose of this Privacy Policy.
This Privacy Policy is not intended to cover off the use of personal data relating children and we do not knowingly collect or use personal information relating to children.
Overview
At Economy Hire, we take privacy very seriously. We have prepared this Privacy Policy (“Privacy Policy") to ensure that we communicate to you, in the clearest way possible, how we treat your personal information.
We are committed to ensuring that your personal information remains confidential and secure in accordance with applicable Data Protection Legislation.
This policy sets out how we look after your personal data if you are a:
This Privacy Policy (together with any applicable hire terms and conditions, website terms of use, and any other documents or terms incorporated by reference) describe the types of information that we collect from you through the use of the Website or in the provision of our Services to you, and how that information may be used or disclosed by us and the safeguards we use to protect it. The personal information that we collect is used for providing and improving our Services. We will not use or share your information with anyone except as described in this Privacy Policy.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
We may update this notice from time to time, and you can find our latest version on our Website or by asking us for a copy.
Who are Economy Hire?
Economy Hire (Southern) Ltd, is a company incorporated in England and Wales, with its company number 06980771 and its registered office being Endeavour House, Crow Arch Lane, Ringwood, Hampshire, BH24 1HP.
This Privacy Policy applies to any personal data we collect through our business and within the Website to enable us to deliver our Services.
If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact us at hire@economyhire.co.uk.
We will only process personal information about you in accordance with the UK Data Protection Legislation which for the purposes of this Privacy Policy shall mean: all applicable data protection and privacy legislation in force from time to time in the UK including without limitation the UK GDPR; the Data Protection Act 2018 (and regulations made thereunder) and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended; and all other legislation and regulatory requirements in force from time to time which apply to a party relating to the use of personal data (including, without limitation, the privacy of electronic communications); and the guidance and codes of practice issued by the Commissioner or other relevant regulatory authority and which are applicable to a party (“Data Protection Legislation”).
What does Economy Hire do?
We are a company providing a variety of vehicle hire services for both commercial and personal use.
The purpose of this Privacy Policy
The purpose of this Privacy Policy is to set out how we collect and use your personal data when we directly control the personal data as a data controller in respect of the Website.
The data we collect and how we collect it.
We will collect any information that you provide to us when you:
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may need to collect additional types of data if you are renting a vehicle as opposed to just visiting our Website and browsing. To enable us to hire a vehicle to our customers, we will assess eligibility and in doing so, we will need to obtain personal information from you.
Accordingly, we may collect, use, store and transfer different kinds of personal data about you (whether online or offline) which we have grouped together depending on your relationship with us (for instance, whether you are an Authorised User benefitting from our Services, a direct customer or a supplier) as follows:
You can withhold your personal data from us, but we may not be able to provide our Services to you if you do so. We recognise that we collect information which is defined as sensitive personal information. Where we use this information, we do so in circumstances where the law permits us to.
We may collect your personal data from different sources:
How we use your personal data
We (or third-party data processors, agents and sub-contractors acting on our behalf) may collect, store and use your personal information by way of different methods to collect data from and about you including through:
interactions. This is information (including Identity, Contact, Credit History and Financial Data) you consent to giving us about you when you fill in forms and sections through the Website to make a booking, or send to us directly, or by corresponding with us (for example, by email or chat). It includes information you provide when you make a booking to hire a vehicle, visit or use the Website, or when you create an account with us and finally when you report a problem with our Services, or Economy Hire. If you contact us, we will keep a record of that correspondence.
Information we collect about you and your device either automated or otherwise. Each time you visit or use the Website, we will automatically collect personal data including Technical Log Data. We collect this data using cookies and other similar technologies including server logs. We may also receive technical data about you if you visit other websites employing our cookies. We may also collect Technical Log Data if you contact us and use our Services generally through Economy Hire.
Financial information. We will collect information related to your hire agreement with us. We will also collect information relating to payments by you such as bank details or other related transaction information.
We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions, which include strict confidentiality and contractual terms.
We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
When we are acting as a data controller, we will use your personal data for the purposes set out in the table below.
The law sets out several different reasons for which we can collect and use your data. The legal grounds on which we collect and use your data are also set out in the table below. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose for using your data | Legal ground for using your data for this purpose |
|---|---|
| To allow you to access your booking information through the Website or from us, to register an account with us, to make a rental booking, to enable access to Economy Hire and to enable you to benefit from our Services. | Necessary for our legitimate interests (to allow those with an account on the Website to use it) / Performance of a contract with us. To comply with a legal obligation. |
| To manage any account with us, placing bookings and to enable us to deliver our Services, including managing and making payments. | Necessary for our legitimate interests (to recover debts due to us and to make payments) / Performance of a contract with us. |
| To provide support to you when you contact us. | Necessary for our legitimate interests (to respond to support calls as our users would expect) / Performance of a contract. |
| To check your eligibility and make a decision on whether to rent our Vehicles to you. | Necessary for our legitimate interests (to protect the business) / Performance of a contract / To comply with a legal obligation. |
| To manage our relationship with you, which will include notifying you about changes to our Privacy Policy, and any key correspondence with you. | Necessary for our legitimate interests (to provide important updates to our users)/ Performance of a contract. |
| To administer and protect our business and the Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). | Necessary for our legitimate interests (to protect our business, software and website; to keep our services updated). |
| To deliver relevant system, software and website content and advertisement and promotional activity to measure or understand the effectiveness of the business. | Necessary for our legitimate interests (to study how Authorised Users use our products/services, to develop them, to grow our business and to inform our marketing strategy). |
| To use data analytics to improve our Website, products/services, marketing, customer relationships and experiences. | Necessary for our legitimate interests (to continuously improve our services for our customers and users). |
| Marketing our services to existing and former customers. | For our legitimate interests, i.e. to promote our business to existing and former customers. See ‘Marketing’ below for further information. |
| To create anonymous aggregated data, as set out below. | Necessary for our legitimate interests (to provide additional benefits and functionality to our customers and users without disclosing personal data). |
| To comply with applicable laws and regulatory obligations. | To comply with a legal obligation |
| Social media interactions. To enable us to interact with users on social media. | On the basis of our legitimate interests in promoting our brand. |
| To meet insurance and our legal obligations. | Necessary for our legitimate interests / To comply with our legal obligations / Performance of a contract. |
| To collect data regarding the use of the vehicle, the driver’s operation of the vehicle, the location of the vehicle in circumstances where you are in breach of our hire terms and conditions, or where you fail to return the vehicle to us. To assist in the defence and management of claims. | Necessary for our legitimate interests (to protect the business and assets) / Performance of a contract. |
Marketing
We will use your personal data to send you updates (by email, text message, telephone or post) about our products, including exclusive offers, promotions or new products.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.
You have the right to opt out of receiving marketing communications at any time by:
We may ask you to confirm or update your marketing preferences if you ask us to provide further products in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell it with other organisations outside the group for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
Aggregated Data
We may aggregate and use non-personally identifiable data we have collected from you and others. This data will in no way identify you or any other individual.
We may use this aggregated non-personally identifiable data to:
Cookies when using the Website
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookies policy on our website.
Who has access to your personal data and who do we share it with?
We may need to share your personal data when using your personal data as set out in the table above. We may share your personal data with the following third parties:
Where any of your personal data is required for such a purpose, we will take all reasonable steps to ensure that your personal data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the Data Protection Legislation. This type of external data processing is always subject to contractual assurances that personal data will be kept securely and used only in accordance with our specific directions.
We will not misuse your personal data for any other purpose other than as set out in this Privacy Policy.
Who we share your personal data with;
More details about who we share your personal data with and why are set out here.
International Transfers
Subject to us complying with Data Protection Legislation and ensuring appropriate safeguards are in place, we may transfer your personal data to third parties providing services to us who are based outside of the UK without obtaining your specific written consent. This may include parties providing IT administration services and hosting services and other organisations which have products or services that are essential in the delivery of our Services; and finally, organisations providing assistance with managing our marketing databases.
Whenever we transfer your personal data outside of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Retention period
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
For more details of our specific retention periods, please contact us.
Data Security
Data security is of great importance to us, and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected through Economy Hire and the Website.
We have implemented significant security measures to maintain a high level of security.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Notwithstanding the security measures that we take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to us data via the internet and you take the risk that any sending of that data turns out to be not secure despite our efforts.
If we give you a password upon registration and use of the Website, you must keep it confidential. Please don't share it.
How do we protect personal information?
We implement a variety of security measures to protect and maintain the safety of your personal information including encrypted software. Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential.
Your rights to the information we hold about you.
Under certain circumstances, you have rights under the Data Protection Legislation in relation to your personal data. These rights are set out below. If you wish to exercise any of the rights set out below, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
Your rights are as follows:
There are some exceptions to the above rights.
All the above requests will be forwarded to the relevant party should there be a third party involved in the processing of your personal data.
Access to Sensitive Personal Data
We acknowledge that there are strict rules of access and use of sensitive and special category personal data.
It may be necessary for us to collect personal data that is classified as Sensitive and Special Category Data under the Data Protection Legislation in the provision of our Services. This might happen for example when we collect information about your health to form a profile and your eligibility in the provision of our Services.
We will only do this where we have a lawful basis to do so and extra care will be taken when collecting, processing or sharing this type of data.
Complaints to the Information Commissioner’s Office
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). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance by emailing us at hire@economyhire.co.uk.
Third-Party Links
This Website may include links to third-party websites, plug-ins and applications which may include social media. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. Please read the third parties’ privacy notices for further information relating to the collection or sharing of your data. We do not necessarily control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy notice of every website you visit.
