Privacy Policy

At Newton Abbot Vehicle Hire Solutions, protecting your privacy is fundamental to how we operate. As Devon's trusted vehicle rental specialists, we believe transparency about data handling builds the trust that's essential to our local business relationships. This policy outlines exactly how we collect, use, and safeguard your personal information throughout your rental experience.

1. Who We Are

Newton Abbot Vehicle Hire Solutions operates as your local vehicle rental provider throughout Devon, with our headquarters located at Queen St, Newton Abbot TQ12 2AU, UK. As the data controller for all personal information we process, we take full responsibility for ensuring your data is handled lawfully, fairly, and transparently.

2. Information We Collect

Essential Rental Information

To provide safe and legal vehicle rental services, we require:

• Personal Identification: Full name, current address, telephone number, and email address
• Driving Credentials: Valid driving licence details for legal verification
• Financial Information: Payment card details for rental charges and security deposits
• Rental Specifications: Vehicle preferences, rental dates, and collection arrangements
• Emergency Contact: Alternative contact person for safety purposes

Website Analytics Data

Our website automatically collects technical information including:

• Device and browser specifications (IP address, browser version, operating system)
• Website navigation patterns and page interaction data
• Traffic source information (search engines, referral sites, direct visits)
• Device type classification (mobile, tablet, desktop)

3. How We Use Your Information

Core Rental Operations

• Processing rental bookings and securing payment transactions
• Verifying driving licence validity and rental eligibility
• Providing comprehensive customer support throughout your rental
• Coordinating vehicle handover and return procedures
• Managing insurance claims and related documentation

Legal and Regulatory Compliance

• Fulfilling legal obligations as a licensed vehicle rental operator
• Implementing fraud prevention and payment security measures
• Maintaining vehicle and customer safety standards
• Processing traffic violations and parking enforcement matters

Service Enhancement

• Continuously improving our vehicle fleet and service quality
• Analyzing website performance and user experience
• Communicating important rental updates and service information
• Gathering customer feedback to enhance our offerings

4. Legal Basis for Data Processing

We process your personal information under the following legal grounds:

• Contractual Necessity: Essential for delivering your vehicle rental service
• Legal Obligation: Required by law for driving licence verification and insurance compliance
• Legitimate Interest: Necessary for fraud prevention and service improvement
• Explicit Consent: For optional marketing communications (opt-in only)

5. Data Sharing Practices

We share your information only when legally required or operationally necessary:

Regulatory Requirements

• DVLA: For driving licence validation and verification
• Insurance Providers: For policy coverage and claims processing
• Law Enforcement: When legally compelled by court order or statute
• Payment Processors: For secure transaction handling

Operational Partners

• Breakdown Services: For emergency roadside assistance
• Vehicle Maintenance: For fleet servicing and repairs
• Technology Support: For system maintenance under strict confidentiality agreements

6. Data Security Measures

We implement comprehensive security protocols to protect your information:

• Advanced Encryption: All data encrypted during storage and transmission
• Restricted Access: Role-based access controls limiting data exposure
• System Updates: Regular security patches and vulnerability assessments
• Staff Training: Comprehensive data protection training for all personnel
• Physical Security: Secure storage facilities for paper documents
• Regular Audits: Periodic security reviews and compliance assessments

7. Data Retention Periods

• Rental Documentation: Retained for 7 years (tax and legal compliance)
• Driving Licence Records: Held for 3 years following final rental
• Payment Information: Retained per payment card industry requirements
• Marketing Consents: Maintained until withdrawal of consent
• Website Analytics: Stored for maximum 26 months

8. Your Data Protection Rights

Under UK data protection legislation, you possess several important rights:

To exercise these rights, contact us directly. We respond to all requests within one month and provide services free of charge unless requests are manifestly unfounded or excessive.

9. Website Cookies and Tracking

Our website employs cookies and similar technologies to:

• Maintain your preferences and enhance user experience
• Analyze website traffic patterns and user behavior
• Ensure website security and prevent fraudulent activity
• Deliver relevant content and service information

You can manage cookie preferences through your browser settings, though disabling certain cookies may limit website functionality.

10. Marketing Communications

We send marketing communications only when:

• You have explicitly opted in to receive promotional materials
• You are an existing customer receiving information about similar services
• You have recently enquired about our rental services

All marketing emails include clear unsubscribe options, or you may contact us directly to opt out.

11. International Data Transfers

We prioritize keeping your data within the UK. Any international transfers are conducted with appropriate safeguards ensuring equivalent protection standards to UK data protection laws.

12. Minors' Privacy

Our services are exclusively for adults. We do not knowingly collect information from individuals under 18. If you believe we have inadvertently collected such data, contact us immediately for prompt deletion.

13. Policy Updates

We may periodically update this policy to reflect operational changes or legal requirements. Significant changes will be communicated via email or website notification. The current version is always available here.

14. Contact Information