Privacy Policy

Introduction
1. We are committed to safeguarding the privacy of our website visitors, clients, vehicle owners, drivers and service users.
2. This policy applies where we are acting as a data controller with respect to the personal data of our website visitors, clients, vehicle owners, drivers and service users; in other words, where we determine the purposes and means of the processing of that personal data.
3. This policy also applies to personal data stored and managed within Motorbase Connect, our online vehicle, owner and driver management database.
4. We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website, login areas and services, we will ask you to consent to our use of cookies when you first visit our website.
5. In this policy, “we”, “us” and “our” refer to Motorhouse Hire.
How we use your personal data
1. In this Section 2 we have set out:
  1. the general categories of personal data that we may process;
  2. the purposes for which we may process personal data; and
  3. the legal bases of the processing.
2. We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data”). The enquiry data may include your name, email address, telephone number, company name, production details, location, vehicle requirements and any other information you choose to submit. The enquiry data may be processed for the purposes of responding to your enquiry, offering services to you, preparing quotations and managing potential bookings. The legal basis for this processing is our legitimate interests, namely responding to enquiries and administering our business, and/or taking steps at your request prior to entering into a contract.
3. We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include your name, phone number, email address, location, vehicle details including images, and the content of your communication. Our website may generate metadata associated with communications made using website forms. The correspondence data may be processed for the purposes of communicating with you, record-keeping and the proper administration of our business. The legal basis for this processing is our legitimate interests, namely the proper administration of our business and communications with users.
4. We may process vehicle owner information (“owner data”). Owner data may include your name, company name, postal address, email address, telephone number, notes relating to your account, vehicle ownership details, payment or invoicing-related information where applicable, and records of your communications with us. Owner data may be processed for the purposes of registering you as a vehicle owner, managing your profile, managing your vehicles, communicating with you, assessing vehicle suitability, arranging hire opportunities, maintaining business records and administering our services. The legal basis for this processing is our legitimate interests, namely managing our owner network and operating our vehicle hire business, and/or the performance of a contract or taking steps prior to entering into a contract.
5. We may process driver information (“driver data”). Driver data may include your name, company name, postal address, email address, telephone number, age, gender where provided, driving licence information, licence categories, DBS certificate information where relevant, vehicle capability information, automatic/manual driving preferences, profile images, clothing or measurement details where required for production purposes, availability-related information, notes relating to your profile and records of your communications with us. Driver data may be processed for the purposes of registering you as a driver, managing your profile, assessing suitability for production requirements, matching drivers to vehicle or production requirements, communicating with you, maintaining compliance records and administering our services. The legal basis for this processing is our legitimate interests, namely managing our driver network and operating our vehicle hire business, and/or the performance of a contract or taking steps prior to entering into a contract.
6. We may process vehicle information (“vehicle data”). Vehicle data may include registration number, make, model, variant, colour, year, engine size, fuel type, steering position, MOT status, tax status, vehicle value, ownership details, availability information, administrative notes, photographs, videos, documents such as V5 documentation where provided, and other information relating to a vehicle. Some vehicle data may be linked to an identifiable owner or driver and may therefore constitute personal data. Vehicle data may be processed for the purposes of managing vehicle records, assessing suitability for client requirements, arranging hire opportunities, maintaining accurate records and administering our services. The legal basis for this processing is our legitimate interests, namely managing our vehicle database and providing vehicle hire services, and/or the performance of a contract or taking steps prior to entering into a contract.
7. We may process account and login information (“account data”) relating to driver, owner or authorised user access to private areas of the website or Motorbase Connect. Account data may include your email address, login status, access permissions, one-time login links, timestamps, IP address, browser information and security logs. Account data may be processed for the purposes of authenticating users, securing accounts, preventing unauthorised access, managing profile updates and maintaining the integrity of our systems. The legal basis for this processing is our legitimate interests, namely website security, user authentication and the proper administration of our online services.
8. We may process profile update and removal request information (“request data”). Request data may include information you submit when asking us to update, correct, restrict, remove or delete owner, driver or vehicle records. The request data may be processed for the purposes of managing your request, verifying your identity where necessary, updating our records and maintaining an audit trail of changes. The legal basis for this processing is our legitimate interests, compliance with legal obligations and, where applicable, the exercise of your rights under data protection law.
9. We may process website usage information (“usage data”). Usage data may include your IP address, browser type and version, operating system, referral source, length of visit, page views, website navigation paths and information about the timing, frequency and pattern of your website use. Usage data may be processed for the purposes of analysing website performance, improving our website and services, maintaining security and preventing misuse. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
10. We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
11. We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, verifying suitability for work, satisfying production-related requirements or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection and administration of our business.
12. In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
13. Please do not supply any other person’s personal data to us unless we prompt you to do so, you have authority to do so, or it is necessary for the provision of our services.
Motorbase Connect and online storage of owner and driver data
1. Motorbase Connect is our online database used to store and manage information relating to vehicles, vehicle owners, drivers, enquiries, profile updates and related business operations.
2. Personal data stored in Motorbase Connect may include owner profiles, driver profiles, vehicle records, vehicle images, driver images, supporting documents, administrative notes, contact details, licence-related information, DBS-related information where relevant, and records of requests or updates submitted through the website.
3. Motorbase Connect is used to help us keep our records accurate, reduce manual administration, allow authorised users to request or manage updates, and support the delivery of our vehicle hire and production support services.
4. Access to Motorbase Connect and related private website areas is restricted to authorised users. Different users may have different levels of access depending on their role, relationship with us and the information they need to view or manage.
5. Where owners or drivers are provided with access to manage or request updates to their own profiles, they are responsible for ensuring that the information they provide is accurate, complete and kept up to date.
6. We may keep internal administrative notes within Motorbase Connect where reasonably necessary for the management of our business, vehicles, drivers, owners, bookings, risk, suitability assessments or client requirements.
7. We take reasonable technical and organisational measures to protect personal data stored in Motorbase Connect against unauthorised access, loss, misuse, alteration or disclosure.
8. No online system can be guaranteed to be completely secure. You are responsible for keeping any login links, access emails or account access details confidential and for notifying us promptly if you believe your access has been misused.
Providing your personal data to others
1. We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, satisfying production-related requirements, or the establishment, exercise or defence of legal claims.
2. We may disclose relevant owner, driver or vehicle information to clients, production companies, location managers, transport coordinators or other parties involved in a production where reasonably necessary for the purposes of assessing suitability, arranging hire, coordinating work, confirming availability or delivering our services.
3. We may disclose your personal data to our website, hosting, database, IT support, email, analytics and software service providers insofar as reasonably necessary for the operation, support, maintenance, security and improvement of our website, Motorbase Connect and business systems.
4. We may disclose limited information to payment, accounting or administrative service providers where reasonably necessary for invoicing, payment processing, bookkeeping or financial administration.
5. We require service providers who process personal data on our behalf to do so only in accordance with our instructions and to apply appropriate security measures.
6. In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, in order to protect your vital interests or the vital interests of another natural person, or where such disclosure is necessary for the establishment, exercise or defence of legal claims.
International transfers of your personal data
1. In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the United Kingdom or European Economic Area.
2. Some of our website, hosting, analytics, email, software or technical service providers may process personal data outside the United Kingdom or European Economic Area.
3. Where we transfer personal data outside the United Kingdom or European Economic Area, we will take reasonable steps to ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses or other safeguards recognised by applicable data protection law.
4. You acknowledge that personal data that you submit for publication or sharing through our website, services or production-related communications may be available, via the internet or to relevant third parties, in other countries. We cannot prevent the use or misuse of personal data by others where it has been lawfully shared or published outside our control.
Retaining and deleting personal data
1. This Section 6 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
2. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
3. Owner, driver and vehicle records may be retained for as long as you remain registered with us, as long as your vehicle or driver profile may be relevant to our services, as long as we have an ongoing business relationship with you, or as long as retention is reasonably necessary for record-keeping, legal, insurance, accounting or legitimate business purposes.
4. If you request removal of your owner, driver or vehicle profile, we will review the request and delete, archive, anonymise or restrict the relevant data where appropriate, subject to any legal, contractual, insurance, accounting or legitimate business reasons for retaining it.
5. In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
  1. the period of retention of enquiry and correspondence data will be determined based on how long the data is relevant to the enquiry, communication, booking, business relationship or potential legal claim;
  2. the period of retention of owner data will be determined based on your relationship with us, the status of your vehicles, the relevance of your profile to our services and any legal, insurance, accounting or business record-keeping requirements;
  3. the period of retention of driver data will be determined based on your relationship with us, the relevance of your profile to our services, production requirements, suitability records and any legal, insurance, accounting or business record-keeping requirements;
  4. the period of retention of vehicle data will be determined based on whether the vehicle remains registered with us, whether it may be relevant to future hire opportunities, and any legal, insurance, accounting or business record-keeping requirements;
  5. the period of retention of account and security data will be determined based on system security, audit, fraud prevention and operational requirements.
6. You may contact us to tell us that data is no longer relevant, or to request that we update, restrict or remove personal data, by emailing us at info@motorhousehire.co.uk.
7. Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, for accounting or tax purposes, for insurance purposes, for the establishment, exercise or defence of legal claims, or in order to protect your vital interests or the vital interests of another natural person.
Amendments
1. We may update this policy from time to time by publishing a new version on our website.
2. You should check this page occasionally to ensure you are happy with any changes to this policy.
3. We may notify you of significant changes to this policy by email, through the website, or through the relevant owner or driver area where appropriate.
Your rights
1. In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
2. Your principal rights under data protection law are:
  1. the right to access;
  2. the right to rectification;
  3. the right to erasure;
  4. the right to restrict processing;
  5. the right to object to processing;
  6. the right to data portability;
  7. the right to complain to a supervisory authority; and
  8. the right to withdraw consent.
3. You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will usually be provided free of charge, but additional copies may be subject to a reasonable fee.
4. Personal data relating to owners, drivers and vehicles may be stored within Motorbase Connect, our online database. Some information may be available for you to view or update through your owner or driver area where access has been provided. Other information may need to be requested from us directly.
5. You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed. Owners and drivers may also be able to request profile, contact, vehicle or document updates through the website where this functionality is available.
6. You have the right to the erasure of your personal data without undue delay in some circumstances, including where the personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed, where you withdraw consent to consent-based processing, where you object to the processing under certain rules of applicable data protection law, where the processing is for direct marketing purposes, and where the personal data has been unlawfully processed. However, there are exclusions of the right to erasure, including where processing is necessary for compliance with a legal obligation, for accounting or insurance purposes, or for the establishment, exercise or defence of legal claims.
7. You have the right to restrict the processing of your personal data in some circumstances. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data, but we will only otherwise process it with your consent, for the establishment, exercise or defence of legal claims, for the protection of the rights of another natural or legal person, or for reasons of important public interest.
8. You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for processing is that the processing is necessary for the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the relevant personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or unless the processing is for the establishment, exercise or defence of legal claims.
9. You have the right to object to our processing of your personal data for direct marketing purposes, including profiling for direct marketing purposes. If you make such an objection, we will cease to process your personal data for this purpose.
10. You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
11. To the extent that the legal basis for our processing of your personal data is:
  1. consent; or
  2. that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,
  and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
12. If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. In the United Kingdom, this is the Information Commissioner’s Office.
13. To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
14. You may exercise any of your rights in relation to your personal data by written notice to us, by emailing info@motorhousehire.co.uk, or by using any update or removal request tools made available through the website.
Security of personal data
1. We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.
2. Personal data stored in Motorbase Connect is held within an online database with access controls intended to limit access to authorised users only.
3. Private owner and driver areas may use secure login links or other authentication methods. You should keep any access emails or login links secure and should not share them with anyone else.
4. Data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
5. You should notify us promptly if you become aware of any unauthorised use of your account, profile or login link.
About cookies
1. A cookie is a file containing an identifier, which is a string of letters and numbers, that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
2. Cookies may be either persistent cookies or session cookies. A persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie will expire at the end of the user session, when the web browser is closed.
3. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
Cookies that we use
1. We use cookies for the following purposes:
  1. authentication and security – we use cookies to identify you when you visit our website, navigate our website, log in to private areas, access owner or driver functionality, and help secure your session. Cookies used for this purpose may include:
    - Name: PLESKSESSIONID
    - Value: eg: DFAKPLDDALDLCEJFOKNLJHDR
    - Expiration: 1 hour
    - Created by the website to store your session details for that visit.
    - Name: _s
    - Value: eg: DFAKPLDDALDLCEJFOKNLJHDevenjnWEFEgerG4843
    - Expiration: 1 hour
    - Created by the website to store your session details for that visit.
  2. analysis – we use cookies to help us to analyse the use and performance of our website and services. Cookies used for this purpose may include:
    - Name: _gid
    - Value: eg: GA1.3.1322442670.1390511553
    - Expiration: 24 hours
    - Created by Google Analytics and used to distinguish users.
    - Name: _ga
    - Value: eg: GA1.3.1322442670.1390511553
    - Expiration: 2 years
    - Created by Google Analytics and used to distinguish users.
    - Name: _gat
    - Value: eg: 1
    - Expiration: 1 minute
    - Created by Google Analytics and used to throttle request rate.
  3. cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally. Cookies used for this purpose may include:
    - Name: cookieconsent_status
    - Value: eg: dismiss
    - Expiration: 1 year
    - Created by cookie consent.
Cookies used by our service providers
1. Our service providers use cookies and those cookies may be stored on your computer when you visit our website.
2. We may use Google Analytics or similar analytics tools to analyse the use of our website. These tools gather information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at https://www.google.com/policies/privacy/.
Managing cookies
1. Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can obtain up-to-date information about blocking and deleting cookies via these links:
  1. Chrome
  2. Firefox
  3. Opera
  4. Internet Explorer
  5. Safari
  6. Edge
2. Blocking all cookies will have a negative impact upon the usability of many websites.
3. If you block cookies, you may not be able to use all the features on our website, including secure owner or driver login areas.
Our details
1. This website is owned and operated by Motorhouse Hire.
2. We are registered in England and Wales under registration number 1339433, and our registered office is at Oatleys Hall, Turweston NN13 5JX.
3. Our principal place of business is at Yard Address, Park Farm, West End Lane, Warfield, Bracknell, Berks, RG42 5RH.
4. You can contact us:
  1. by post, to the postal address given above;
  2. using our website contact form;
  3. by telephone, on 020 7495 1618; or
  4. by email, using info@motorhousehire.co.uk.