Privacy policy
Introduction
Braintree Van Hire & Sales Ltd is dedicated to protecting its customers' privacy and their personal information. This privacy statement explains what data we collect about you, how it is obtained, what it will be used for and who will access it.
As a data controller, Braintree Van Hire & Sales Ltd is committed to ensuring that all personal information is processed in line with applicable data protection laws and the Payment Card Industry Data Security Standard (PCI DSS) throughout the information lifecycle, from collection to deletion or destruction.
This privacy statement applies to the information held about you that can be used to identify you as an individual, known as personal information. By providing personal information to Braintree Van Hire & Sales Ltd, you acknowledge that you understand and agree to the terms of this privacy statement and the subsequent processing of your personal information in accordance with it.
Providing your personal information
To enable the rental to take place, Braintree Van Hire & Sales Ltd will assess your eligibility. Depending on the type of transaction, we will normally ask for:
- name
- home address
- contact telephone number
- email address
- card payment details
- date of birth
- driving licence and/or DVLA check code
- ID and address confirmation documents, for example a passport, utility bill or bank statement
Providing all the required information allows your booking to be processed. Without it, Braintree Van Hire & Sales Ltd will not authorise the vehicle rental.
In most cases customers' personal data is collected directly from the customer. However, some personal information may be provided to us by a third party or obtained from publicly available sources.
Infotainment system
Our vehicles may be equipped with an infotainment system that, if the customer chooses to use it, will store certain information. If the customer connects their mobile device via Bluetooth or cable, the infotainment system can store the Bluetooth device name, contacts list, text messages, emails, call logs and any routes or destinations, such as a home or work address.
Braintree Van Hire & Sales Ltd does not request or require any information to be added to the infotainment system by the customer. We will reset the infotainment system to its original factory settings at the end of the hire, before the vehicle's next rental.
Tracking and other data collected from the vehicle
Certain vehicles may be equipped with devices collecting in-vehicle safety and user experience data, and/or GPS trackers. These devices may routinely be used only for point-in-time mileage readings. Geolocation tracking will only be used if there is reason to believe the customer has broken the terms and conditions of the rental agreement, for the detection and prevention of crime, and when the vehicle needs to be retrieved.
In-vehicle safety data and user experience data may be used to support insurance claims.
Sharing information with service providers
Personal information is shared with third-party service providers to help us fulfil contractual obligations, or for Braintree Van Hire & Sales Ltd's legitimate purposes only. We may use other companies to act on our behalf, assist us in conducting our business or perform services for us under our instruction, for example web hosting, insurance claim management or payment processing. Any third party that has access to personal information will maintain appropriate security standards in line with ours to protect your personal data, and will use the personal data we provide only for the purposes we specify.
Sharing information for protective or legal uses
When we are legally obliged to do so, or when it is in our legitimate interest, we may share your personal information as we believe necessary and appropriate, including:
- when legally required to do so, or in response to legal proceedings;
- for the detection or prevention of crime;
- under applicable law, including laws outside your country of residence;
- to process, handle or otherwise respond to claims for damages, including claims or demands for bodily injury or property damage;
- to respond to requests from public and government authorities, including those outside your country of residence;
- to recover our vehicles, equipment or any monies due;
- to enforce the terms of the rental agreement;
- to protect our rights, privacy, safety or property, and/or that of our subsidiaries, you or others;
- to allow us to pursue available remedies or limit the damages that we may sustain;
- with the BVRLA, to add a customer to the RISC database where we have reason to believe the customer has breached the terms of the contract, acted illegally, or in any other way put Braintree Van Hire & Sales Ltd or its assets at risk.
Use of cookies
Cookies are small text files placed on your device by a website, which collect certain information to provide you with a better online experience. We use Google Analytics to understand how visitors use our website, and Google Ads to measure our advertising. These cookies are only set if you accept them in our cookie banner. You can change your choice at any time using the "Cookie settings" link at the bottom of every page, or control cookies through your browser settings.
To learn more about cookies and how to manage them, visit https://ico.org.uk/your-data-matters/online/cookies/
Our website may contain links to third-party websites. We do not monitor or control the information collected when you choose to click through to those websites.
How your information is stored
Your personal information will be stored in line with Braintree Van Hire & Sales Ltd's information security and records retention policies. In most cases your data will only be kept for as long as we have a legal obligation to store it. In some cases we may keep it for longer, for example insurance claims data.
The token allocated to your payment card will be stored for up to 12 months and may be used after the rental to cover the cost of missing fuel, damage or fines incurred during your hire.
Your information, your choice
Please contact us if you wish to:
- confirm if, how and why your data is being processed;
- request a copy of the information we hold about you (a subject access request);
- correct any inaccurate or incomplete data;
- have personal data deleted where there is no compelling reason for its continued processing;
- restrict the processing of your personal data;
- complain about the way your data is being processed;
- report a data breach.
Email: bookings@braintreevanhire.co.uk
Phone: 01376 345888
Post: FAO Data Governance, Braintree Van Hire & Sales Ltd, 263 Rayne Road, Braintree, Essex CM7 2QF
We have strict procedures for disclosing personal information to prevent unauthorised access, and may ask you to prove your identity before we disclose any information to you.
Complaints
If you have any concerns about how Braintree Van Hire & Sales Ltd processes your data, please contact us using the details above so we can address them.
You can also direct complaints about how your information is processed to the Information Commissioner's Office. Details are at https://ico.org.uk/make-a-complaint/ or on the ICO helpline, 0303 123 1113.
Braintree Van Hire & Sales Ltd is registered with the ICO, reference ZB956578.
In summary
This privacy statement will be updated to reflect any changes in Braintree Van Hire & Sales Ltd's processes, or in data protection laws, that might affect how we manage your personal information. We encourage you to review it regularly so you are always aware of how we manage and protect your personal information.