Data Protection

Privacy Policy

Your privacy is important to us. Learn how we collect, use, and protect your personal information.

Last updated: January 2024

Privacy Summary

What we collect:

  • • Personal identification information
  • • Driving licence and PHV licence details
  • • Payment and billing information
  • • Vehicle usage and location data

How we use it:

  • • To provide rental services
  • • For billing and payment processing
  • • To ensure compliance with regulations
  • • For security and fleet management

1. Information We Collect

1.1 Personal Information

When you rent a vehicle from us, we collect:

  • Full name, date of birth, and address
  • Phone number and email address
  • Driving licence number and details
  • Private Hire Vehicle (PHV) licence information
  • National Insurance number
  • Bank account and payment card details
  • Emergency contact information

1.2 Vehicle and Usage Data

Our vehicles are equipped with tracking systems that collect:

  • GPS location and journey data
  • Mileage and fuel/battery consumption
  • Vehicle performance and diagnostic information
  • Driving patterns and behavior data
  • Charging station usage (electric vehicles)

Vehicle tracking is used for security, recovery, and fleet management purposes.

1.3 Website and Communication Data

  • Website usage and browsing behavior
  • IP address and device information
  • Cookies and similar technologies
  • Email and phone communication records
  • Customer service interaction logs

2. How We Use Your Information

2.1 Service Provision

  • Processing rental applications and agreements
  • Vehicle allocation and fleet management
  • Billing and payment processing
  • Customer support and assistance
  • Maintenance scheduling and vehicle recovery

2.2 Legal and Regulatory Compliance

  • Verifying driving licence and PHV licence validity
  • Conducting background and credit checks
  • Reporting to TfL and other regulatory bodies
  • Handling traffic violations and fines
  • Insurance claims and investigations

2.3 Business Operations

  • Fraud prevention and security monitoring
  • Performance analysis and service improvement
  • Marketing and promotional communications (with consent)
  • Statistical analysis and reporting

3. Legal Basis for Processing

We process your personal data based on:

Contract Performance

Processing necessary to fulfill our rental agreement with you

Legal Obligation

Compliance with transport regulations and licensing requirements

Legitimate Interest

Fraud prevention, security, and business operations

Consent

Marketing communications and non-essential cookies

4. Data Sharing and Disclosure

4.1 Third-Party Service Providers

We share data with trusted partners for:

  • Payment processing and banking services
  • Insurance providers and brokers
  • Vehicle tracking and telematics providers
  • Maintenance and recovery services
  • IT support and cloud hosting services

4.2 Regulatory and Legal Disclosure

We may share information with:

  • Transport for London (TfL) for licensing compliance
  • DVLA for licence verification
  • Police and law enforcement agencies
  • Courts and legal authorities when required
  • Government agencies for regulatory compliance

We never sell your personal data to third parties for marketing purposes.

5. Data Security and Retention

5.1 Security Measures

  • Encrypted data transmission and storage
  • Secure access controls and authentication
  • Regular security audits and monitoring
  • Staff training on data protection
  • Secure disposal of paper and electronic records

5.2 Data Retention

Active Customers

Data retained for duration of rental agreement plus:

  • • Financial records: 7 years
  • • Driving records: 5 years
  • • Vehicle data: 2 years

Former Customers

Data retained for legal and business purposes:

  • • Tax records: 7 years
  • • Insurance claims: 6 years
  • • Marketing data: Until withdrawal

6. Your Rights

Under UK GDPR, you have the following rights:

Right to Access

Request copies of your personal data

Right to Rectification

Correct inaccurate or incomplete data

Right to Erasure

Request deletion of your data (where applicable)

Right to Restrict

Limit how we use your data

Right to Portability

Receive your data in a portable format

Right to Object

Object to certain types of processing

To exercise your rights: Contact us at privacy@leaforestpco.com or call +44 20 1234 5678

7. Cookies and Website Data

Our website uses cookies and similar technologies to:

Essential Cookies

  • • Website functionality
  • • Security and authentication
  • • Form submission

Analytics Cookies

  • • Website performance
  • • User behavior analysis
  • • Service improvement

You can manage cookie preferences through your browser settings or our cookie consent banner.

8. Contact Information

Data Controller

LEAFOREST PCO Car Rental
Company Number: 09961473
72 Abbey Lane
London, England
E15 2RP

Privacy Enquiries

Email: privacy@leaforestpco.com
Phone: +44 20 1234 5678
Response time: Within 30 days

Information Commissioner's Office (ICO)

If you're not satisfied with our response to your privacy concerns, you can lodge a complaint with the ICO at ico.org.uk or call 0303 123 1113.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make significant changes, we will:

  • Update the "Last updated" date at the top of this policy
  • Notify you by email if you have an active rental agreement
  • Post a notice on our website
  • Provide 30 days notice for material changes

Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

Questions About Your Privacy?

We're here to help you understand how we protect and use your personal information.

Email Privacy Team Contact Us