General Data Protection Regulations (GDPR) Statement
Specialist Vehicle Hire Ltd trading as Southern Self Drive (SSD) and Angel Vehicle Hire needs to gather certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
Specialist Vehicle Hire Ltd is a Company registered in England and Wales with Company number 04111481
The EU General Data Protection Regulation (GDPR) is a significant piece of European Legislation which is effective from the 25th May 2018. It builds on existing data protection laws, strengthening the right that EU individuals have over their personal data and creating a single data protection approach across Europe.
As part of the GDPR process we are constantly reviewing our internal processes, procedures, data systems and documentation to ensure we are fully compliant with GDPR.
SSD and its subsidiaries are dedicated to protecting its customers privacy and their personal information. This privacy statement explains the processes around data we collect about you, how it is obtained, what it will be used for and who will access it.
SSD as a data controller is committed to ensuring that all personal information is processed inline with the General Data Protection Regulations (GDPR) and the Payment Card Industry Data Security Standards (PCI DSS) throughout the information lifecycle.
This privacy statement applies to the information held about you that can be used to identify you as an individual, known as personal information. Personal information includes, but not limited to, your name, addresses, telephone number, email address, credit card or other billing information. By providing personal information to SSD or its subsidiaries, 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 this statement.
Collection of your Personal Information
When booking car rental services or registering for an account, SSD will ask for your name, postal address, telephone number and email address. This allows SSD to process your booking, to contact you if we have any problems with your request or to send you an electronic confirmation of any quotes obtained, or confirmation of bookings made. This information is shared with our SSD site locations who will source and provide you with your vehicle. If your personal information is going to be shared with any 3rd party, we will require your explicit consent.
If you pay for your rental at the time of booking you will be asked to enter payment card type, long card number and expiration date to enable SSD to take your payment. Credit card information will only be stored for 90 days after authorisation i.e. CVV number to enable payment of parking or congestion charges, traffic offences, administration fees and excess hire or damage charges.
To enable the booking to take place SSD will ask for identification which can include your driving licence, utility bill or bank or credit card statement, passport or official photo id such as Military or NHS id card. This information will only be kept for the purpose of that individual rental agreement and securely disposed of when no longer needed for that rental agreement.
We collect your IP address when you visit our website, this will only identify your internet service provider and does not contain any personal information about you as an individual. This information is solely used to allow us to understand where our website traffic originates to prevent any unauthorised access.
Cookies enable us to customise our website and offerings to your needs and provide you with a better online experience. In addition, cookies are used to measure usage of various pages on our website to help us make our information more pertinent to your needs and easy for you to access. The types of cookies that we use are referred to as “session” cookies and “persistent” cookies.
There are other types of cookies that track your browser/device across websites you visit but we do not use these. To learn more about cookies and how to manage them please visit www.aboutcookies.org.
Our vehicles may be equipped with an infotainment system that if the customer chooses to use will store certain information. If the customer connects their mobile device via Bluetooth or cable then the infotainment system can store the Bluetooth device name, contacts list, text messages, emails, call logs and any routes or destinations i.e. home address.
If customers choose to use the Infotainment system, then SSD is not responsible for any data that is left in the vehicle as a result of the customers use. We cannot guarantee the privacy practices of SSD for such information and all customers are advised in the signed rental agreement, and via this statement to ensure that they re-set the infotainment system back to its original factory settings before the vehicle is returned. If assistance is required, then a representative of SSD will be able to advise.
How your Information is Collected and Stored
All customer personal data is collected directly from the customer in connection with the rental of a vehicle or a service provided by SSD. The information is collected via but not limited to the following:
• SSD website
• A phone call made to one of our SSD services
• In person at an SSD branch
• A partner company
Our Web Site may contain links to 3rd party Web Sites. We do not monitor or control the information collected when you choose to “click through” links to access these websites.
Your Information – Your Choice
Customers can request copies of the personal information held about them at any time and to advise us of any amendments to keep the information up to date. We have strict procedures for storing and disclosure of personal information to prevent unauthorised access. Therefore, we will ask for proof of your identity before we disclose any information to you. Please address requests to:
The Accounts Department
Southern Self Drive
Highgrove Industrial Estate
Customers can withdraw their consent at any time to stop SSD from processing or accessing their information in line with Article 7 of the General Data Protection Regulations – exemptions to certain information apply.
Please contact the above address if you wish to withdraw your consent.
How we use your Information
Your personal information will only be used for the specific purpose that the information was collected for. If your information is to be used for any other purpose other than that it was originally intended, then SSD will always gain explicit consent from its customers beforehand. Your personal information will only be kept for the period that it is required. Once that time has elapsed your information will be securely deleted/disposed of.
We use information collected for the following purposes:
• To create a registered customer account
• To make your rental reservation
• Assist in the transaction to secure your rental
• To confirm and verify your identity for fraud prevention
• To provide customer service in relation to your rental or to respond to an enquiry made
• To contact you about a claim during your rental period i.e. insurance or a penalty notice (parking fine, speeding ticket etc)
• To bill and collect any amounts owed in connection with your rental
• If opted in, to provide you with marketing offers from SSD
• If opted in, to help SSD to improve its products or services by completing customer feedback on the service received from SSD
• To protect the property and rights of SSD
Control or your Personal Information
Customers are welcome to see the personal detail records held about them at any time and to advise us of any amendments to keep the information up to date. We have strict procedures for storing and disclosure of personal information to prevent unauthorised access. Therefore, we may ask for proof of identity before we disclose any information to you. Please address requests to:
Southern Self Drive
Highgrove Industrial Park
Sharing Information with Service Providers
SSD will only share your information where you have consented to the sharing or for the purpose of the transaction or process to take place that the information was provided for, i.e. to carry out the rental of the vehicle.
SSD may use other Companies as our service providers to act on our behalf and assist us in the conducting of our business or performing services for us under our instruction i.e. hosting a website or database. Any 3rd party that has access to personal information will maintain appropriate security standards in line with that of SSD to protect your personal data and use the personal data we provide to them only for the purposes we specify and that you have consented to.
Sharing the Information for Protective or Legal Uses
We may share your personal information for legal reasons as we believe necessary or appropriate, including:
• When legally required to or in response to a legal process
• For the detection or prevention of a serious 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 public authorities outside your country of residence
• To recover our vehicles, equipment or any monies due
• To enforce the terms of the rental agreement contract
• 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
This privacy statement will be maintained and updated to reflect any changes in SSD’s processes or any changes to legislation or law that might impact how we manage your personal information. We encourage all users to regularly review this statement to ensure they are always fully aware of how SSD manages and protects their personal information.