Privacy & Data Protection Policy

Effective Date: 1st October 2025
Last Updated: 30th September 2025

[PWS Services Hire] (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy & Data Protection Policy explains how we collect, use, store, and protect your personal data when you use our website, make a booking, or hire one of our motorhomes.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity Data: Name, date of birth, nationality, driver’s licence details, passport details (for ID verification).
Contact Data: Address, email address, telephone number.
Booking Data: Dates of hire, vehicle hired, payments, insurance details.
Financial Data: Payment details (processed securely by third-party providers such as Stripe).
Technical Data: IP address, browser type, cookies, and website usage information.
Verification Data: Proof of address, driving history, and any additional checks required to comply with insurance and legal obligations.

2. How We Use Your Information

We use your personal data for the following purposes:

To process bookings and manage your hire agreement.
To verify your identity, driving eligibility, and insurance coverage.
To process payments, deposits, and refunds securely.
To meet our legal and regulatory obligations.
To communicate with you about your booking, account, or enquiries.
To send you updates, service notices, or (where you consent) marketing communications.
To improve our website, services, and customer experience.

3. Lawful Bases for Processing

We process your personal data under the following lawful bases:

Contractual necessity – to perform the hire agreement with you.
Legal obligation – to comply with legal and regulatory requirements (e.g., insurance, driving licence checks).
Legitimate interests – to prevent fraud, ensure vehicle security, and improve our services.
Consent – for marketing communications or optional services.

4. Sharing Your Information

We may share your data with trusted third parties, including:

Payment processors (e.g., Stripe) for secure payments and deposit pre-authorisation.
Insurance providers and brokers.
Identity and driving licence verification services.
Law enforcement or regulatory bodies where required by law.
IT and hosting providers who support our systems.

We do not sell your personal data to third parties.

5. International Transfers

If we transfer your personal data outside the UK, we ensure appropriate safeguards are in place (such as the UK’s International Data Transfer Agreement or adequacy regulations).

6. Data Retention

We retain your personal data only as long as necessary to fulfil the purposes outlined in this policy, including legal, accounting, or reporting requirements. Typically:

Booking and hire records: up to 7 years (for tax and legal compliance).
Verification documents: securely deleted within 90 days after hire, unless required by law.
Marketing data: until you withdraw consent.

7. Your Rights

Under UK GDPR, you have the following rights:

Right to access your personal data.
Right to rectification of inaccurate or incomplete data.
Right to erasure (“right to be forgotten”) in certain circumstances.
Right to restrict processing.
Right to data portability.
Right to object to processing (including direct marketing).
Right to withdraw consent at any time.

To exercise your rights, please contact us at pwsserviceshire@gmail.com.

8. Security of Your Information

We implement appropriate technical and organisational measures to safeguard your personal data, including encryption, secure servers, access controls, and regular security reviews.

9. Cookies

Our website uses cookies to improve your browsing experience, analyse website traffic, and personalise content. You can manage your cookie preferences in your browser settings. For more details, please see our Cookie Policy.

10. Contact Us

If you have any questions or concerns about this Privacy & Data Protection Policy, or if you wish to exercise your rights, please contact us:

Data Protection Officer, PWS Services Hire, The Retreat, 406 Roding Lane South, Woodford Green, Essex, England IG8 8EY

11. Complaints

If you are unhappy with how we handle your personal data, please contact us first. You also have the right to lodge a complaint with the UK’s supervisory authority:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113